Executive Assistant

2 days ago

Toronto, Canada Elevation Pictures Corp. Full time

Key Responsibilities

Calendar, Scheduling & Coordination (40%)
- Manage daily calendar scheduling for the Co-Presidents (2) and Executive Leadership Team (3), including high-volume meeting requests and shifting priorities
- Coordinate complex calendar logistics for all 5 executives, including internal meetings, external partner calls, and cross-functional sessions
- Plan and manage film festival schedules for executives across major markets (e.g., TIFF, Cannes, Berlinale, Sundance, etc.)
- Proactively coordinate recurring internal meetings such as all-staff meetings, department head meetings, strategy meetings, and Town Halls
- Maintain accurate and up-to-date meeting documentation, agendas, and action items

Travel, Expenses & Logistics (20%)
- Arrange travel, accommodations, and itineraries for executives and Elevation staff on an ad-hoc basis
- Track and manage executive expense reports, including charges on personal and corporate credit cards
- Handle logístical needs around events, offsites, and executive team travel to industry events
- Assist in office relocations, expansions, or reconfigurations as needed

Administrative & Process Support (30%)
- Upload script submissions and maintain Projects Database and Business Affairs Database within the Notion platform
- Circulate invoices, contracts, and signature-ready documents across executive and legal functions
- Support CIPO/USCO filings for copyright and trademark protection
- Perform ad-hoc office administrative tasks including managing deliveries, sorting FedEx and courier packages
- Track and manage office supply levels, order weekly groceries, and coordinate food delivery for meetings/events
- Assist with preparing the HR newsletter that is distributed monthly across the company
- Assist in organizing major company events such as the annual Holiday Party, Summer Social, Town Halls, etc.

Internal Communications & Support (10%)
- Support preparation of internal communications, updates, and presentation materials for executives
- Coordinate with teams to collect information and updates for newsletters, meetings, or internal announcements
- Assist with formatting internal documents, slide decks, and policy updates for executive review

**Requirements**:

- 2+ years of experience supporting executives in a fast-paced, high-performance environment
- Excellent organizational skills with a natural ability to prioritize and stay ahead of changing demands
- Strong written and verbal communication skills with professional discretion and judgment
- Tech-savvy and proficient in Google Calendar, Gmail, Docs, Sheets, Microsoft Office, Notion, Zoom, and Slack
- Comfortable managing travel, event coordination, and operational logistics
- High attention to detail and ability to multitask without sacrificing quality
- Experience in media, entertainment, production, or a creative industry is a strong asset

**Benefits**
- Extended Healthcare Plan (Medical, Dential & Vision)
- Healthcare Spending Account
- Group Life - Ad&D - Critical Illness
- Access to film screenings during Tiff
- Office closure during Christmas holiday incremental to vacation days
- Hybrid work model in office 3 days a week (Mon/Tues/Wed)

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