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Executive Assistant/Reception

1 month ago

Vancouver, Canada Bardel Entertainment Full time

OUR STORY
For more than 35 years, Bardel Entertainment has led the animation industry through unwavering commitment to quality, creativity, and innovation. We are an internationally recognized, Emmy Award®-winning studio – in two prominent Canadian cities, Vancouver and Kelowna – and the creative force behind top audience hits such as The Dragon Prince, Rick and Morty, Teen Titans Go, and Diary of a Wimpy Kid. 

The Executive Assistant/Reception plays a pivotal role in supporting the CEO & COO, by providing administrative, logistical, project coordination and strategic support. This role requires a high level of professionalism, discretion, and organizational skills to manage schedules, coordinate meetings, and facilitate communication within and outside the organization. The ideal candidate has administrative experience with a passion for the animation space. This role reports directly to both the CEO & COO.

 
Day to Day 
Calendar:

Manage and prioritize the executive's calendar, including scheduling appointments, meetings, and conference calls. Anticipate scheduling conflicts and proactively resolve them to ensure efficient use of the executive's time. Coordinate travel arrangements, including flights, accommodations, and transportation, ensuring smooth logistics and timely arrivals. Provide in-studio “light” reception duties: Answer and screen calls, receive/ dispatch deliveries, receive and greet clients, guests and new crew upon arrival as needed. (Bardel is a closed studio to the public. Visitors will be approved before arrival) Coordinate and assist with “Hot Desk” booking application for crew.

Communication:

Serve as the primary point of contact for internal and external stakeholders, screening and prioritizing emails, phone calls, and other correspondence. As required, draft emails, memos, reports, and presentations on behalf of the CEO & COO, maintaining professionalism and accuracy in communication. Provide support and coordination for Social Media posts on all platforms. TikTok, Facebook, Threads, Instagram etc. with regards press releases or other social announcements 

Meeting Coordination and Support:

Coordinate and prepare materials for meetings, including agendas, presentations, and supporting documents. Attend meetings as needed, take notes, and follow up on action items and decisions. Arrange catering, audiovisual equipment, and other logistical support for meetings and events.

Project Management:

Assist with special projects and initiatives as assigned, providing research, analysis, coordination and oversight. Track project timelines, milestones, and deliverables, ensuring deadlines are met and progress is communicated effectively. Collaborate with other team members or departments to facilitate cross-functional projects and initiatives.

Confidentiality and Discretion:

Handle confidential and sensitive information with the utmost discretion and confidentiality. Maintain confidentiality of executive discussions, decisions, and sensitive company information. Follow company policies and procedures related to data security and privacy.

Administrative Support:

Provide general administrative support, including managing expense reports, processing invoices, and maintaining filing systems. Conduct research, gather data, and prepare reports or presentations as requested. Attend meetings and note-take, timely distribution to appropriate parties. Assist with onboarding new employees if required.

What You’ll Bring:

At least 2+ years in business administration, Office Management, or related field. Proven experience as an executive assistant or administrative assistant supporting C-level executives. Excellent organizational, project and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously. Strong communication skills, both written and verbal, with a professional and courteous demeanor. Proficient knowledge of Microsoft Office Suite including Word, Excel, Power Point and Outlook, One Note, TEAMS, OneDrive and SharePoint. Also familiar, and capable in other common office technology such as Zoom, various PDF readers and editors. Experienced in Social Media platforms an asset. Assist with the planning and execution of company events. Resourceful, proactive, reliable with a “can do” attitude. Spoken Italian and or French as a second language an asset.

Salary Range CAD $55K-65K. The Salary Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

WHY JOIN BARDEL?
We’ve got great people here, with good reason We offer extensive, meaningful benefits centred on well-being (RRSP contribution matching, extended health and wellness perks, and paid closures to name a few) as well as a hybrid studio model with flexible schedules. And did we mention that our studios are dog friendly?


Being a part of our team will have you working on exciting, prominent industry projects and collaborating with influential, creative professionals from around the world. We’ll help you grow your career through regular social events and ongoing development opportunities, such as leadership training, workshops, and classes led by experienced industry guest instructors.


If you're driven by the excitement of tackling creative challenges, leveraging cutting-edge technologies, and pushing the boundaries of diverse entertainment, we invite you to join us – let’s create together


JOIN US
Ready to apply and join our cast of characters? Fill out the form below with your current resume, samples of your work (e.g. a link to your website or reel – don’t be afraid to show off a little), and tell us why YOU are the best person for this role 


GOOD TO KNOW
Remote work may be considered for this position. Bardel's Hybrid & Remote Work Policy will be presented and open to discussion during the interview process.


Bardel Entertainment is an Equal Opportunity Employer and committed to fostering an inclusive environment – where the strength in the diversity of backgrounds, lived experiences, and identities are not only valued, but essential to our creative process. We hire personnel without discrimination based on race, ancestry, place of origin, citizenship, ethnic origin, colour, religion, creed, sexual orientation, gender, language, marital status, age, physical and/or mental handicap or financial ability. 

Candidates applying must be based in and legally eligible for work in Canada.

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