Executive Assistant

3 weeks ago

Toronto, Canada 9 Story Media Group Full time

The Executive Assistant (EA) to the CEO and CSO is a pivotal role within the organization, directly supporting the leadership team by managing critical administrative, logístical, and operational tasks. This role requires a highly organized, proactive, and resourceful individual who can seamlessly coordinate executive-level activities while maintaining the highest levels of confidentiality and professionalism. Serve as the first point of contact for internal and external stakeholders where professionalism and communication skills directly impact the perception of the executive and the organization as a whole.

**Key Responsibilities**
- Skillfully manage and optimize complex schedules, including resolving conflicts and priority alignment.
- Act as a bridge between the executive team and the rest of the organization, ensuring alignment, clear communication, and effective delegation of tasks.
- Manage and coordinate all travel logistics for the CEO, CSO, and VP of Strategy and Operations, including flights, accommodations, ground transportation, and related arrangements.
- Organize and manage scheduling for all Executive Leadership Meetings, ensuring efficient communication and preparation.
- In-office administrative support for other internal meetings
- Facilitate executive meetings by arranging reminders, providing necessary materials, and coordinating catering or refreshments as required.
- Ensure visitors for executives are informed about arrival procedures, as well as greeting and escorting same.
- Serve as the primary liaison between executives and internal/external stakeholders, ensuring clear communication and timely follow-ups.
- Prepare, reconcile, and submit expense reports and credit card statement backups promptly, and accurately to the accounting team.
- Collaborate across departments, contributing to cross-functional initiatives and supporting team cohesion, including facilities.
- Schedule and set up internal meetings as required, ensuring all logistics are in place, materials are prepared, and participants are informed.
- Oversee and manage additional professional and personal projects for executives with discretion and efficiency.
- Create and manage various project-based internal and external PowerPoint presentations
- Industry-specific markets (conferences) meeting coordination
- Manage new systems for organization information and streamlining processes (e.g. SharePoint Sites/ Teams folders)
- Provide general studio management support and project-based initiatives as required.
- Uphold the highest standards of confidentiality, exercising sound judgment and discretion in all interactions and responsibilities.

**Key Requirements**
- Experience in managing complex schedules.
- Ability to handle multiple executives' calendars, resolve conflicts, and prioritize tasks. Experience in travel logistics management an asset.
- Clear, concise communication skills.
- Confidence speaking to executives and other stakeholders to move tasks smoothly along.
- Exceptional organizational abilities.
- Proven track record in managing both executive schedules and office logistics efficiently.
- Proven skills in on-site event coordination, such as organizing meetings, catering arrangements, and preparing necessary materials for executive meetings and conferences.
- Experience with creating and managing PowerPoint presentations, along with other tools for project management (e.g., SharePoint, Teams, etc.).
- Familiarity with tools such as Microsoft Office, calendar management software, and expense reporting systems.
- An upbeat and resourceful self-starter willing to take initiative.
- Knowledge of the entertainment industry an asset.

Why work with us?

Perks Perks Perks Not only is 9 Story Media an amazing place full of artists, animators and creators from all corners of the industry, but we focus on helping staff grow and develop in their careers and make them long time team members. Along with a great work environment we offer first-rate health + dental benefits, summer hours, paid Health and Wellness Days, vacation periods that multiply with tenure, and more We may love animation, but we love our employees even more

Applicants need to be legally eligible to work in Canada and have Ontario residency.

We thank all applicants for their interest, however, only those selected for an interview will be contacted.

As a company, we deliver high-quality kids' content, and we seek to have diverse characters so that all our audience feels represented. We also want the same for our own workforce, and 9 Story Media is committed to looking for all kinds of talent to build a diverse workforce in which all identities are represented and respected.

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