Virtual Team Assistant – Work with Creative Agencies

About the Company

Cossette is a fully integrated marketing and communications agency recognized globally for its creativity and client success. With headquarters in Quebec City and offices across North America, we’re dedicated to building strong brands and fostering an environment where innovation thrives. We believe in empowering our teams with the best support, which includes dynamic virtual assistants who can help streamline operations and enhance productivity across various creative projects.

Job Description

We are seeking a highly organized and proactive Virtual Team Assistant to provide comprehensive administrative and operational support to our creative teams. This 100% remote role is crucial for ensuring the smooth execution of projects, managing schedules, coordinating communications, and handling various support tasks that enable our creative professionals to focus on their core work. You will be an integral part of our dynamic environment, working closely with designers, copywriters, strategists, and account managers to facilitate seamless workflows and client deliverables. This position is ideal for someone with a keen eye for detail, excellent communication skills, and a passion for supporting the fast-paced world of creative agencies.

Key Responsibilities

• Manage and maintain complex calendars, including scheduling meetings, appointments, and travel arrangements for multiple team members.
• Coordinate internal and external communications, including drafting emails, preparing presentations, and managing correspondence.
• Assist with project coordination tasks, such as tracking deadlines, organizing project files, and preparing status reports.
• Perform data entry, research, and compile information for various creative projects and client presentations.
• Organize and maintain digital files and databases, ensuring easy access and compliance with company protocols.
• Support onboarding processes for new team members, including setting up accounts and providing necessary resources.
• Handle general administrative duties as needed to support the efficient operation of creative teams.
• Proactively identify areas for process improvement and propose solutions to enhance team productivity.

Required Skills

• Proven experience as a Virtual Assistant or in a similar administrative support role (minimum 2 years).
• Exceptional organizational and time management skills with the ability to prioritize multiple tasks effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
• Strong written and verbal communication skills in English.
• High level of discretion and ability to handle confidential information.
• Self-motivated, proactive, and capable of working independently in a remote environment.
• Familiarity with project management software (e.g., Asana, Trello, Monday.com) is a plus.

Preferred Qualifications

• Previous experience working within a creative agency, marketing firm, or similar fast-paced environment.
• Bilingualism (English and French) is a strong asset.
• Experience with graphic design software or content management systems.
• A diploma or degree in Business Administration, Marketing, Communications, or a related field.

Perks & Benefits

• 100% Remote Work flexibility, empowering you to work from anywhere.
• Competitive salary and benefits package.
• Opportunities for professional development and growth within a leading agency.
• A collaborative and supportive company culture.
• Access to a diverse range of challenging and rewarding creative projects.
• Generous vacation and paid time off.
• Health and wellness programs.

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