Executive Assistant Office Manager

4 weeks ago

Toronto, Canada Media Headquarters Film & Television Inc. Full time

Media Headquarters, a leading unscripted television and digital content company based in Toronto, Ontario has an exciting opportunity for a full-time Executive Assistant & Office Manager to join our growing team.

If you are confident, have a positive energy, and are motivated to be part of a leading global production company, this position is for you. Ideal candidates will have 5+ years of experience in administration and thrive in wearing multiple hats. Experience in media is beneficial, but not required. Strong organizational and communication abilities are key to success in the position.


Responsibilities:

· Serve as Executive Assistant to the CEO and Vice President.

· Provide calendar management to the executive team including scheduling and hosting meetings, conference calls, and creating and distributing daily and weekly schedules.

· Manage day-to-day office operations including liaising with building management, service providers, office suppliers, cleaning staff, IT department, courier companies, telephone companies, copier manufacturers, water delivery, etc.

· Support all departments within the company and develop and maintain relationships with outside contacts, partners, and clients.

· Act as a key point of contact for general office inquiries.

· Conduct market and industry research.

· Provide accounting support as required.

· Provide on-boarding and off-boarding related tasks for staff and contractors.

· Maintain and manage filing and material organization.

· Greet, assist, and direct office visitors with a warm and welcoming demeanor.

· Attend internal meetings and track meeting minutes.

· Manage executive travel plans including hotel, air, and restaurant.

· Coordinate and organize team lunches and off-site reservations.

· Plan and manage company/production events.

· Update company’s website and post on social media channels.

· General support and administrative assistance.

Qualifications:

· A minimum of 5 years experience in an administrative position.

· An undergraduate degree or other similar academic track-record.

· Excellent calendar and email management skills.

· Strong computer skills are essential, and a working knowledge of Mac is required with proficiency in Microsoft Office. Proficiency in Photoshop, InDesign, Keynote, iMovie, Canva is also a benefit.

· Exceptional organizational, planning, and interpersonal skills combined with a dedicated work ethic.

· Exceptional written and verbal communication skills.

· Experience booking travel and accommodations.

· Cheerful, flexible, and ability to execute with poise when under pressure.

· A detail-oriented self-starter who demonstrates initiative.

· Ability to manage priorities and rapidly respond to changes.

· Ability to ensure clear, concise, and accurate correspondence and notes.

· While experience in the media industry is not mandatory, a passion for the arts and creative sectors is an asset.

Salary is commensurate with experience. Interested candidates can submit their cover letter and resume to contact@mediahqs.ca. Only those selected for an interview will be contacted. No phone calls please.

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