Executive Assistant

Boat Rocker Media; Toronto; On-site; CAD 55,000 - 75,000; Full time

Job summary

A leading entertainment company is seeking an Executive Assistant in Toronto to support a senior leader. This role demands exceptional organizational skills, attention to detail, and the ability to manage complex schedules and communications effectively. Candidates should be proactive, highly organized, and capable of handling confidential material.

Benefits

Comprehensive healthcare and dental benefits

Winter holiday time off

Hybrid work environment

Team-building events

Qualifications

• 3+ years of executive assistant support experience.
• Proficient with the MS Office suite.
• Self-starter with strong organizational skills.

Responsibilities

• Manage scheduling and calendar across multiple time zones.
• Organize travel arrangements and logistics for meetings.
• Compile expense reports and conduct detailed project research.

Skills

Organization

Attention to detail

Interpersonal skills

Problem-solving

Discretion

Tools

MS Office

Job description

Boat Rocker is an independent globalentertainmentcompany whose purpose is to tell stories and build iconic brands across all genres and mediums. With offices around the world, Boat Rocker’s creative and commercial capabilities include Scripted, Unscripted and Kids & Family television production, distribution, brand and franchise management, a world-class animation studio, and talent management through a minority stake in The Initial Group, a new company launched by TPG.Boat Rocker-produced serieshavewon a variety of prestigious industryaccoladesincluding, Emmy, Peabody, Golden Globe, BAFTA, and Canadian Screen Awards.Recent projects include:Invasion (Apple TV+), Palm Royale (Apple TV+), Video Nasty (BBC Three, Virgin Media, WDR), This Is the Tom Green Documentary (Prime Video), Orphan Black: Echoes (AMC), American Rust: Broken Justice (Prime Video), Beacon 23 (MGM+), Pretty Baby: Brooke Shields (Hulu), Downey's Dream Cars (Max), Orphan Black (BBC AMERICA, CTV Sci-Fi Channel), Billie Eilish: The World's a Little Blurry (Apple TV+), The Next Step (BBC, Corus, CBC), and Dino Ranch (Disney+, Disney Junior, CBC).

THE ROLE
The Executive Assistant candidate is a self-starter with superior attention to detail, great organizational skills, and the ability to juggle multiple requests in high pressure situations. The successful individual will provide excellent support to one of Boat Rocker Media’s senior leaders who is based in Toronto.

Please note: This role requires evening and weekend availability on an as-needed basis.

This role is based in Toronto, ON and requires a minimum of 3 days per week in office (Tuesday, Wednesday, Thursday).

RESPONSIBILITIES

• Scheduling and calendar management across multiple time zones.
• Prioritize internal and external meeting requests, schedule meetings, trouble shoot conflicts, make judgements and recommendations to ensure a smooth-running day.
• Arrange and handle all logistics for in person and virtual meetings, conference calls and events: schedule meetings; book meeting rooms and hospitality as needed; draft agendas, develop, compile, and distribute any materials needed, record and share minutes and key follow ups items.
• Arrange and handle logistics for in-person and virtual meetings and conference calls; distributing material in advance of meetings; taking notes in meetings, as required.
• Organize and book travel, accommodations transport and transfers and draft itineraries.
• Work closely with the Executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Anticipate needs in advance of meetings, conferences, etc. Work ahead on schedule management to ensure conflicts don’t arise.
• Work with other assistants across departments and offices to effectively maintain department schedules, including travel schedules and deadlines.
• Assistance with filing and organization of individual and department materials and information.
• Compile expense reports on behalf of senor leader.
• Complete detailed research on assigned projects and tasks.
• Handling high-level confidential material discreetly.

QUALIFICATIONS

• 3+ years of executive assistant support with an eye for detail.
• Self starter, highly organized, with strong interpersonal skills.
• Professional demeanor and confident to liaise with various internal and external stakeholders at all levels.
• Ability to cope with high workload and ability to prioritize.
• Heavy experience in booking meetings, managing time zones, and maintaining heavy complex calendars.
• Ability to conduct thorough research using multiple sources, ensuring accuracy and interpret information from various sources.
• Approach challenges with curiosity and a proactive attitude.
• Ability to perform multiple tasks in an environment with dynamic priorities.
• Discretion, maintaining complete confidentiality.
• Proven problem-solving skills.
• Strong sense of urgency to situations that require quick response or turnaround.
• Ability to switch priorities at a moment’s notice.
• Highly proficient with MS Office suite of applications and general comfort with learning new software applications.
• Previous experience in entertainment/media sector or enthusiasm for the industry is considered an asset.

WHY BOAT ROCKER?

• You’ll work with a team of passionate, creative and fun individuals who have a passion for storytelling
• Competitive salary along with a comprehensive healthcare and dental benefits package, including access to an Employee Assistance Program
• Additional time off during the winter holidays
• In-person/remote hybrid work environment
• Opportunities to connect with teammates across the company both virtually and in-person through team-building events and activities

Boat Rocker is committed to hiring and supporting diverse candidates. We strongly encourage applications from people who identify as being part of an under-represented and equity-deserving group. This would include people who identify as racialized, Black, Indigenous, women, LGBTQ2SI+, and having a disability among others. We also recognize the importance of intersectional identities in our hiring and retention.

Boat Rocker Media is committed to providing an inclusive and accessible candidate experience. If you require accommodation during the recruitment and selection process, please let us know. We will work with you to meet your needs.