Executive Administrative Assistant

What we are looking for

We are seeking a highly organized and proactive Executive Assistant/Administrative Assistant to provide comprehensive support to our CEO and COO. The ideal candidate will possess exceptional communication skills, attention to detail, and the ability to thrive in a fast-paced environment. This role offers the opportunity to contribute to the success of a dynamic and mission-driven organization. As the Executive Assistant, you will play a crucial role in ensuring the CEO and COO are well supported, and the administrative support required in the office are well taken care of.

Company Overview

karmadharma is a creative agency that helps enterprising organizations who want to do better in the world, do better. (We also put this into action and try very hard to do better every day!)

Fuelled by the greater good

Our mission is to help individuals and organizations fulfill their potential, amplify their impact and have the courage to be themselves in this lifetime. Making the world a better place is forever on our to-do list.

As a recently certified B-Corporation, we are a team of extraordinary, qualified and eclectic purpose-driven people.

We need you to

  • Manage and maintain executives’ schedules, including coordinating meetings, scheduling appointments, and travel arrangements
  • Manage and maintain executives’ emails and correspondence, prioritize urgent matters, and ensure timely responses
  • Coordinate logistics for events, workshops, and other organizational activities, including venue bookings, catering arrangements, and equipment setup
  • Assist in the preparation and distribution of documents, presentations, and reports for meetings and presentations
  • Monitor and manage office supplies inventory, replenishing stock as needed and liaising with vendors for procurement
  • Proactively identify opportunities for process improvement and implement efficiency-enhancing measures to optimize workflow
  • Conduct research and compile information as needed to support executive decision-making
  • Perform administrative tasks, office duties, and agency-related projects as assigned by executives
  • Assist in the onboarding process for new employees, including preparing welcome packages, coordinating orientation schedules, and setting up workspaces
  • Serve as a primary point of contact for internal and external inquiries, providing information and assistance as needed
  • Maintain confidentiality of sensitive information and exercise discretion in handling confidential materials

We need your

  • Strong desire to make a positive impact in the world
  • A good head on your shoulders
  • Kindness, empathy and compassion
  • And if you are on a journey to become a better version of yourself, you probably fit the team! 

Your know-how

  • Proven experience as an executive assistant or administrative assistant in a marketing agency or related industry.
  • Bachelor’s degree in Business Administration, Management, or related field preferred
  • Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines effectively
  • Strong attention to detail and accuracy, with a commitment to delivering high-quality work
  • Exceptional interpersonal and communication skills, both written and verbal
  • Proactive mindset and ability to anticipate needs, identify potential issues, and take initiative to address them
  • Familiarity with calendar management, email correspondence, and document preparation
  • Knowledge of office management and project management systems and procedures
  • Proficiency in Microsoft Office Suite and Google Workspace and other relevant software applications
  • Ability to work independently with minimal supervision, as well as collaboratively within a team environment
  • Flexibility and adaptability to navigate changing priorities and requirements
  • Professionalism, integrity, and a positive attitude in all interactions
  • Fluent in both French and English

We offer

  • Permanent, full-time position;
  • Flexible schedule;
  • Possibility of remote work;
  • Office located in the Westboro district, close to all services;
  • Competitive salary according to experience and qualifications;
  • Benefits;
  • Professional training;
  • Unlimited time-off.

Please submit a resume with a portfolio that showcases the required responsibilities and skill sets above. 

Only those whose skills and qualifications closely match the requirements of this position will be contacted


karmadharma is an equal opportunity employer. Inclusivity is at the heart of our values and we believe that diverse perspectives and experiences create a more creative and better world. We are committed to providing equal employment opportunities to all individuals regardless of their race, ethnicity, gender identity, sexual orientation, age, religion, disability, or any characteristics that make us unique. We welcome and encourage applicants from all backgrounds to apply for this position and join our team. We look forward to hearing from you!

We can’t wait to meet you!


join the team.

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