Executive Assistant, International Distribution

2 weeks ago


Toronto, Canada Blue Ant Media Full time

TELLING CAPTIVATING STORIES TO AUDIENCES EVERYWHERE- Our productions and media brands are a product of our employees who are passionate experts in all of these areas. They are fanatical about creating outstanding content and experiences; and enthusiastic about delivering it on new and evolving platforms.We actively seek out people who embody our core values: optimism, creativity, entrepreneurism, agility and integrity. We attract creative talents who are optimistic about the evolving future of content and who take pride in seeing opportunity where others see challenges. We encourage employees to think like small business owners by taking ownership on projects and giving them the flexibility to take risks and embrace an evolving media landscape. Our team members excel at collaborating with internal and external partners and our culture fosters sharing ideas and treating all people with respect.

**Executive Assistant, International**

Our International Distribution department is looking for a motivated individual to join our team as an Executive Assistant. Reporting directly to the Senior Director of Operations & Creative, the Executive Assistant will provide a wide range of support to the International Distribution team.

**Core Responsibilities & Duties**

**_
Market Coordination_**- Booking all travel plans for team (flight/accommodations/ground transportation)-
- Managing meeting schedules for team across multiple locations, and annual market calendar-
- Conference planning, including executive registrations, vendor engagement and space planning-
- Preparation of meeting & conference notes/binders and sales collateral-
- Maintain and order supplies as needed-
- Processing all expense reports, petty cash, POs, business card orders and vendor invoices associated with all the above activities**_
Administrative/Content Updates_**- Regular updating of proprietary screening portal and website-
- Maintain spreadsheets tracking Blue Ant's content slate and sales activities-
- Responsibility to maintain and update all contact databases-
- Create and send out all producer reports quarterly-
- Coordinate and execute team offsites twice a year (including creating agenda, booking dates that work for the entire team, booking flight/accommodations,
- arranging location, etc.)-
- Responsible for taking weekly meeting minutes-
- Effectively coordinate with all team members in various time zones with sales operations in the UK, US and Canada**_
Research & Sales Support_**- On request researching prospective new clients and contact information-
- Supporting all sales executives by updating all pitch tracking forms-
- Provide assistance on ad-hoc business requests as needed-
- Work effectively and collaboratively with all other departments such as Production, Finance and channels businesses**Key Qualifications & Experience**3-5 years of previous experience working in an administrative assistant or executive assistant capacity-
- Proficient skills in managing calendars in Google calendar-
- Intermediate knowledge in MS Office (PowerPoint, Excel), G-Suite, and ability to quickly learn other software (i.e., Wrike, NetSuite, MediaRights)-
- Willing to work flexible hours and be on call to meet challenging and changing deadlines-
- Excellent interpersonal and communication skills, both verbal and written-
- Proven ability to work effectively under pressure in a fast-paced environment-
- Strong organizational skills with a proven ability to prioritize-
- Takes direction and works independently- Technologically savvy and proficient with the use of smartphones, tablets, laptops and other tools


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