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Executive Assistant to CEO
Francis Management Inc. —Etobicoke, ON
Handle incoming requests, general inquiries, and appointment scheduling. Maintain organized digital and physical filing systems (contracts, invoices, artist…
$20–$24 an hour
Quick apply

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Executive Assistant to CEO

Francis Management Inc.
Etobicoke, ON

Quick apply

Job details

Temporary | Part-time | Full-time | Fixed term contract

Benefits

On-site parking

Skills

Buffer
Social media management
Creative writing
Salesforce
Writing skills
Event planning
Filing
English
Microsoft Office
Administrative experience
Database administration
Project management
Bachelor's
Digital marketing
Data management
Hootsuite
QuickBooks
Organizational skills
Project management software
Office management
HubSpot
Communication skills
Time management

Full job description

About Francis Management

Francis Management is a premier international talent booking agency and event production company specializing in Caribbean music, culture, and entertainment. We manage major talent bookings, negotiate global performance engagements, produce large-scale concerts and festivals, and coordinate complex logistics for clients, artists, partners, and events worldwide. Our environment is fast-paced, high-level, and requires professionalism, discretion, and exceptional organizational ability.

We are looking for a reliable, trustworthy, detail-oriented, and highly organized Executive Assistant / Office Manager to work on-site and support daily operations, executive functions, client relations, artist logistics, and internal team coordination. This individual will also play a key role in training new employees and ensuring smooth onboarding and operational consistency across the company.

Key Responsibilities

Provide direct support to the Managing Director with scheduling, calendars, communications, and follow-up tasks.
Manage high-volume emails, calls, and message traffic with urgency.
Draft, edit, and prepare professional correspondence, deal memos proposals, agreements, itineraries, hospitality riders, technical riders and internal documents.
Assist with research, data compilation, and presentations for meetings, deals, and partnerships.
Anticipate the Managing Director’s needs and provide proactive solutions for operational or business challenges.
Develop and maintain standard operating procedures (SOPs) and office protocols
Maintain confidentiality when handling sensitive documents and private business information.
Oversee the day-to-day operations of the office to ensure a smooth and professional work environment.
Maintain organized digital and physical filing systems (contracts, invoices, artist documents, etc.).
Coordinate with vendors, suppliers, and contracted services as needed.
Ensure office standards, policies, and procedures are followed consistently.
Assist with talent inquiries, booking information, and administrative communication with artist teams.
Assist with collecting promotional content, photos, bios, and materials for upcoming events and bookings.
Preparing travel schedules, accommodation details, and logistics for artists and team members.
Assist with coordinating visas, flight options, hotel options, ground transport, and itineraries.
Assist in the planning and administrative tasks related to concerts, festivals, and corporate event projects.
Help with event timelines, scheduling, vendor communications, and on-site preparation.
Source grants and sponsorship opportunities through research, outreach coordination, and proposal preparation.
Maintain organized event files including budgets, vendor lists, artist requirements, and permits.
Assist with managing and updating company social media accounts (posting, content scheduling, artist announcements).
Maintain and organize the internal database of clients, promoters, artists, contacts, and business partners.
Track bookings, inquiries, and communications using CRM tools and internal spreadsheets.
Provide admin support for campaigns, outreach, newsletters, and digital promotions.
Handle incoming requests, general inquiries, and appointment scheduling.
Support client acquisition research and outreach efforts under the guidance of the Managing Director.
Prepare and distribute meeting notes, call summaries, and follow-up communications.
Handle bookkeeping and financial task using QuickBooks or similar software, including data entry, invoicing, expense tracking, receipt logging, payment follow-ups and basic bookkeeping responsibilities
Support the Managing Director with preparing budgets for events and project planning.
Lead the onboarding process for all new administrative and operations staff.
Provide hands-on training for new hires on company systems, procedures, databases, communication standards, and workflows
Support the Managing Director with identifying performance gaps and recommending workflow improvements.
Support weekly and monthly sales and booking targets by coordinating outreach, follow-ups, and proposals.
Ability to assist with tracking weekly and monthly sales goals or KPIs.
Contribute ideas and strategies to increase bookings, partnerships, and event revenue.
Ensure the office is clean, tidy, and professional at all times, including basic cleaning and tidying in common areas.

Qualifications

Minimum 2 - 4 years of experience as an executive assistant, office manager, or operations coordinator.
Experience in entertainment, bookings, events, or hospitality is a strong advantage.
Exceptional organizational and multitasking abilities.
Strong writing, communication, and customer-service skills.
Proficiency in Google Workspace, Microsoft Office, CRM tools, and project management software.
Experience training, onboarding, or supervising administrative staff
Ability to work in a fast-paced environment and handle high-priority, time-sensitive tasks.
Excellent time management skills with the ability to work independently and take initiative without constant supervision.
Ability to develop, implement, and maintain SOPs (Standard Operating Procedures), office protocols, and workflow systems.
Strong attention to detail and accuracy in all administrative and operational tasks.
Strong digital literacy, including the ability to learn new systems quickly.
Experience using CRMs such as HubSpot, Salesforce, Airtable, or Zoho for data management and lead tracking.
Basic experience with social media management platforms (e.g., Meta Business Suite, Hootsuite, Later, Buffer).

Personal Attributes

Professional, reliable, and detail-oriented.
Outstanding organizational skills
Strong communication and interpersonal skills
Calm under pressure in a fast-paced environment
Able to anticipate needs and act proactively.
Strong problem-solver with excellent judgment.
Able to work independently and in a team environment
Comfortable working in a dynamic entertainment/event environment.
Adaptable, resourceful, and eager to learn.

Job Types: Full-time, Part-time, Fixed term contract
Contract length: 12 months

Pay: $20.00-$24.00 per hour

Benefits:

On-site parking

Education:

Bachelor's Degree (required)

Experience:

Administrative: 3 years (required)
Microsoft Office: 6 years (required)
Database administration: 3 years (required)
Executive Assistant: 2 years (required)
Creative writing: 2 years (required)
Project Management: 2 years (required)
Event planning: 3 years (preferred)
Digital marketing: 3 years (preferred)

Language:

English (required)

Work Location: In person

Quick apply

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Executive Assistant to CEO

Executive Assistant to Chief of Staff Growth Track (12-18 months)

Co-Founder & CEO - HealthTech - AI Revenue Recovery

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