Office Administrator​/Executive Assistant

Position: Office Administrator/ Executive Assistant
Position Summary

As an event experience agency, Creative Group relies on this role to keep the Canada Region running behind the scenes — spanning sales administration, office and facilities management, and freelance talent oversight. Partnering closely with the SVP, Business Development Canada and the regional Account Executives, the role drives pre-sales execution, smooth office operations, and the onsite staffing that brings our events to life.

Core responsibilities include administering client agreements, supporting bids and RFI responses, and coordinating business development activity, as well as managing office administration, compliance, and building-management liaison. The role also administers the company's freelance talent benches — Trip Directors and Creative and Production contractors — owning onboarding, contracting, staffing, communication, and standards, while aligning regional practices with the Schaumburg office.

Essential Functions Sales Support Administration

• Responsible for maintaining accurate MSA, LOA and LOI templates aligned to the most current company legal name, terms, and conditions.
• Issues initial MSA and LOA for newly acquired client logos, as well as renewal of MSAs.
• Supports and project manages bid submissions with the Account Executives, for RFI responses and non-destination related presentation materials.
• Coordinates in-office client visits, off-site events, and client recognition initiatives as required.
• Acts as out of office back up for SVP and AEs, supporting continuity of pre-sales activities and service as client escalation point when needed.
• Manages registration, payment, and travel/materials for business development participation in networking events, conferences, and trade shows.
• Support AE initiatives related to non-program operations or special coordination requests including client gifting and unique account needs.

Facilities Management and Office Administration

• Oversees day-to-day office administration and facilities management, ensuring smooth operations, as directed by regional leadership.
• Maintains up to date staff lists, personal contact information, pertinent personal data where required for business purposes (allergies, medical conditions), emergency contacts, and organizational charts.
• Manages office equipment maintenance, vendor coordination, and supply procurement.
• Oversees flex office areas, storage facilities, and supply inventory. Assigns and communicates monthly kitchen duty responsibilities.
• Maintains stationery and business card inventory in coordination with the Schaumburg office.
• Serves as primary building management liaison for Creative Group team at 251 Consumers Rd (in partnership with Direct Travel office manager)
• Leads and recruits emergency preparedness team, ensuring employees are informed and trained on evacuation procedures and crisis response protocols (a requirement of our lease agreement with building management)
• Project-manages strategic company and regional initiatives affecting shared resources and processes (e.g. SharePoint conversions, office branding, corporate headshots, criminal-records-check administration for MSA compliance).
• Leads regional cross functional projects as required to support compliance, operational change or business initiatives.
• Oversee the purchasing and shipment of various employee items for bereavement, new hires, anniversaries recognition program regionally (collaborates with Schaumburg office executive assistant for consistency)
• Owns preparation of presentation materials and asset collection for the Monthly Canada Team Regroup Call
• Onboards new in-office hires: requests building access and parking passes, sets up desks (welcome signs, name plates, supplies), and coordinates with IT so equipment is…