POSITION OVERVIEW:

The Team Assistant will provide ongoing administrative support to a client team, including primary daily support to a smaller number of more senior professionals.

RESPONSIBILITIES:

Administrative duties include, but may not be limited to:

• Scheduling meetings and maintaining calendars for up to seven senior team members
• Booking meeting rooms and coordinating meeting arrangements such as catering and technology support
• Booking domestic and international travel arrangements for off-site meetings and other business trips
• Preparing expense reports and coordinating client billing
• Regularly adding and updating firm contacts
• Supporting firm, client, and industry events, including registrations, invite lists, etc.
• Drafting and editing regular client forms and new business materials
• Coordinating team and firm events such as offsite meetings and other social events

Additionally, Team Assistants may become more involved and asked to contribute to certain aspects of client work, including but not limited to:

• Pulling and compiling media coverage (print, online, and broadcast) and transcribing video clips
• Performing basic research to support client work and new business development

QUALIFICATIONS: 

The working environment at FGS Global is fast-paced and dynamic. At times, there is a requirement to operate under pressure, meet urgent deadlines or be willing to work after hours or on weekends. Meanwhile, FGS prioritizes teamwork and supporting a friendly and positive environment to meet the team’s objectives. Although previous administrative experience in professional services, PR/communications and/or media/digital industries would be an asset, it is not a requirement.

• Minimum three years’ experience in an administrative support capacity
• Strong problem-solving skills and reasoning to solve administrative issues
• Positive, “can-do” attitude and the ability to multi-task, meet deadlines and work independently
• Ability to handle confidential material in a professional manner
• Experience in managing multiple concurrent tasks and meeting rigid deadlines
• Proficiency with Microsoft Office Suite – particularly MS Word, PowerPoint, and Excel
• High level of organizational skills with exceptional attention to detail
• Sense of urgency and proven ability to take initiative
• Demonstrated ability to anticipate the needs of others

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