Administrative Assistant to the President and Chief Executive Officer

Rodeo FX; Montreal; Hybrid; CAD 50,000 - 65,000; Full time

Job summary

A leading creative company is seeking an Administrative Assistant to support the CEO. This role requires excellent organizational and communication skills in both French and English, as well as experience supporting senior executives. The successful candidate will manage the CEO’s schedule, coordinate meetings, and handle correspondence, contributing to a seamless and efficient work environment. This position offers a hybrid work structure with various employee benefits.

Benefits

5 paid sick/personal days

Group Insurance

RRSP with employer contribution

Discounts on public transport

Qualifications

• Proven experience as an administrative assistant or in a similar role supporting senior executives.
• Excellent organizational and time management skills; ability to handle multiple priorities.
• Strong writing, oral communication, and presentation abilities.
• Excellent spoken and written proficiency in both French and English.

Responsibilities

• Manage and optimize the CEO’s agenda, including meetings and travel.
• Organize and coordinate executive meetings, handling logistics.
• Serve as the main point of contact for internal and external communications.
• Draft, review, and structure presentations and reports for the CEO.
• Plan and manage all CEO travel logistics.

Skills

Organizational skills

Time management

Communication skills

Attention to detail

Confidentiality

Discretion

Education

Experience as an administrative assistant

Tools

MS Office

Digital productivity tools

Job description

Repeatedly voted one of Montreal’s Top Employers and Employer of the Year for the 2022 Mercuriades Awards, Rodeo FX is a high-end creative company offering services in visual effects, advertising, animation, and experiential.

Nominated for multiple Emmy Awards for its work on the series Stranger Things season 4, Avatar: The Last Airbender and The Lord of The Rings: The Rings of Power, the independent, Oscar-winning company boasts close to 800 artists crafting from studios in Montreal, Québec City, Toronto, Los Angeles and Paris.

Rodeo FX is a creative partner to the world’s best storytellers including Netflix, HBO, Disney, Marvel, Amazon Studios, Warner Bros. and Sony, and has collaborated on ads for YouTube, NBC and Apple. Current projects include Dune: Prophecy, Silo Season 2 and Sonic 3. Recently released projects include The Rings of Power Season 2, Venom: The Last Dance, Taika Waitit's Time Bandits, and House of the Dragon Season 2.

Work arrangements: As a company founded and led by an artist, creativity is at the heart of everything we do. Our mission is to provide our talent with the freedom and resources they need to produce high-quality work and thrive in a stimulating and supportive environment. Due to the strategic and highly collaborative nature of this role, full-time onsite presence at the studio is required. This level of proximity enables effective support for the executive team, fosters clear communication, and helps maintain a cohesive, dynamic work environment aligned with our organizational priorities.

Job Description

The Administrative Assistant to the President and Chief Executive Officer (CEO) plays a central role in providing high-level administrative and strategic support to the CEO of Rodeo FX. Acting as a key point of contact for both internal and external stakeholders, this person ensures seamless coordination of daily responsibilities and facilitates cross-departmental communication.

With a proactive mindset, strong organizational skills, and great attention to detail, the incumbent excels in managing priorities, anticipating needs, and handling sensitive information with professionalism and discretion. Each task is carried out with care, contributing to a structured, efficient, and harmonious environment around the CEO.

Key Responsibilities:

Executive Schedule & Priority Management

• Manage and optimize the CEO’s agenda, including meetings, travel, and prioritization of commitments based on business needs
• Anticipate needs and prepare relevant materials, documents, or reports for meetings
• Balance urgent matters with long-term objectives
  
  

Meeting Coordination & Follow-Up

• Organize and coordinate executive and cross-departmental meetings, handling logistics, invitations, and documentation
• Take meeting minutes, compile follow-ups, and ensure timely completion of action items
• Communicate decisions and next steps clearly to all relevant stakeholders
  
  

Communication Liaison & Online Presence Management

• Serve as the main point of contact for internal and external communications on behalf of the CEO
• Manage the CEO’s professional presence on platforms like LinkedIn, creating content aligned with Rodeo FX’s brand and mission
• Draft, edit, and disseminate messages, announcements, or strategic communications with accuracy and style
• Relay CEO directives to management teams and ensure they are clearly understood and implemented
  
  

Document Preparation & Information Management

• Draft, review, and structure presentations, proposals, and reports for the CEO
• Organize and maintain both physical and digital files for secure and efficient access
• Oversee record-keeping to support decision-making and operational efficiency
  
  

Travel & Logistics Management

• Plan and manage all CEO travel logistics: bookings, itineraries, travel documents, and real-time adjustments
• Ensure alignment with internal policies and budget considerations
• Prepare relevant background materials and documentation for external meetings or events
  
  

Special Projects & Strategic Initiatives

• Support key company initiatives or special projects as requested by the CEO
• Assist with research, analysis, and report writing on strategic topics
• Respond with agility to unexpected or emerging needs
  
  

Qualifications

• Proven experience as an administrative assistant or in a similar role supporting senior executives
• Excellent organizational and time management skills; ability to handle multiple priorities
• Strong writing, oral communication, and presentation abilities
• Proficiency with MS Office and digital productivity tools
• Discretion, confidentiality, and sound judgment when handling information
• Excellent spoken and written proficiency in both French and English
  
  

The person in this role will work closely with our teams in Toronto and Los Angeles. They will also be involved in communications with clients around the world to highlight Rodeo FX’s technical and creative capabilities.

Additional Information

• Full-time, Permanent Contract ;
• Flexible, hybrid and remote work structure in all our locations ;
• 5 paid sick/personal days ;
• 2 additional statutory holidays in the winter holidays ;
• Group Insurance, access to Dialogue online support and to an Employee Assistance Program (EAP);
• RRSP with employer contribution ;
• Discounts on public transports, several spas, sports classes, art centers, cafes, furniture and several other local businesses.
  
  

At Rodeo FX, diversity is a core value. We’re committed to creating an inclusive, equitable workplace where different perspectives are embraced. Every team member brings unique insight that strengthens our creativity, challenges our thinking, and helps us deliver better work.