Admin Assistant to Managing Director

Job summary

Manage the Managing Director’s calendar, communications, meetings, travel, and administrative priorities, while triaging requests and ensuring commitments and follow-ups are completed. Maintain the sales pipeline and CRM, coordinate prospect activity, and help create repeatable administrative processes and, optionally, support LinkedIn content.

Job details

TL;DR: Serotina Media is looking for a proactive, highly organized Administrative Assistant to support our Managing Director and her team to help protect her most valuable resource: time. You’ll triage competing priorities, quickly make sense of new requests, and turn moving pieces into clear, actionable systems. You’ll own the administrative details, keep priorities moving, and make sure nothing falls through the cracks. Who Are We? Serotina Media is a woman-owned, Toronto-based creative social media agency that specializes in social strategy, content production, social media and UGC/Influencer management. We blend creativity with efficiency to provide our clients tailored solutions in a fast-evolving digital landscape. Join us and be part of a growing team committed to delivering authentic and engaging social media experiences. You’re proficient with AI tools and know how to leverage them to work smarter and more efficiently, without compromising critical thinking, sound judgment, or attention to detail. What You’ll Do Executive & Administrative Support Own and proactively manage the Managing Director’s calendar, scheduling, meetings, travel, and day-to-day priorities. Act as a central point of triage for incoming requests and competing priorities — assessing what’s urgent, what can wait, what can be delegated, and what actually requires the Managing Director’s attention. Respond calmly and resourcefully when unexpected priorities arise, quickly organizing new information into a clear plan, process, or system for efficient follow-through. Help manage and triage email, flagging what requires attention and actioning what doesn’t. Prepare for meetings, capture follow-ups, and ensure commitments and action items actually happen. Handle administrative tasks, research, purchasing, gifts, expenses, documents, and other details that don’t require the Managing Director’s direct involvement. Act as a gatekeeper for time and attention — helping protect priorities and minimize unnecessary interruptions. Working alongside the agency’s Project & Operations Manager, you’ll identify recurring administrative needs and turn them into repeatable processes, templates, automations, or systems wherever possible. Sales & Business Development Support Keep Serotina’s sales pipeline and CRM organized and up to date. Coordinate prospect meetings, proposals, follow-ups, and reminders. Research prospective clients and opportunities. Help ensure leads and relationships never go cold simply because someone forgot to follow up. Bonus: Content & Personal Brand Support LinkedIn and thought-leadership content, including organizing ideas and coordinating publishing. Bonus points if you’re a strong writer who can help draft or ghostwrite content in the Managing Director’s voice. Success in this role means the Managing Director spends less time managing her own administration and more time on the work only she can do: relationships, reputation, revenue, and leading the business. Who You Are You’re exceptionally organized, proactive, discreet, resourceful, and solutions-oriented. You’re a natural prioritizer: when five things land at once, you can quickly determine what matters most, create order, and move things forward without needing someone else to organize it for you. You’re comfortable working closely with a founder and understand that priorities can change quickly. Sudden requests don’t throw you off — you’re able to absorb new information, reorganize priorities, and create a system where one doesn’t yet exist. 2–5+ years of Administrative Assistant, Administrative, Sales Coordinator, or similar experience preferred. Agency, marketing, or professional-services experience is a bonus.

What you’ll do

Manage the Managing Director’s calendar, communications, meetings, travel, and administrative priorities, while triaging requests and ensuring commitments and follow-ups are completed. Maintain the sales pipeline and CRM, coordinate prospect activity, and help create repeatable administrative processes and, optionally, support LinkedIn content.

Requirements

The role calls for an exceptionally organized, proactive, discreet, and resourceful person who can prioritize competing demands and adapt quickly to changing needs. Two to five or more years of administrative, sales coordination, or similar experience is preferred; agency, marketing, or professional-services experience is a bonus.

Listed skills

• written communication · Preferred
• Organization · Preferred
• Administrative Support · Preferred
• CRM Management · Preferred
• Prioritization · Preferred
• scheduling · Preferred
• Process Improvement · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Calendar Management
• Scheduling
• Prioritization
• Administrative Support
• Email Management
• Meeting Coordination
• Travel Coordination
• Process Improvement
• CRM Management
• Sales Coordination
• Research
• Written Communication
• Discretion
• AI Tools
• Organization
• Follow-Up Management

Job areas

• Administrative
• Management & Leadership
• Sales
• Marketing
• Creative & Media