Executive Assistant

Guru Studio; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

Guru Studio is seeking a dedicated Executive Assistant to support the Executive team in Toronto. The role involves managing schedules, coordinating travel, and ensuring smooth operations. Ideal candidates will have strong communication skills, experience in office management, and a passion for the entertainment industry.

Benefits

Health and wellness support

Learning opportunities for skill development

Philanthropic initiatives

Qualifications

• 5 years experience managing schedules or office operations.
• Experience in the entertainment industry is an asset.
• Strong verbal and written communication skills.

Responsibilities

• Manage day-to-day and week-to-week calendars for studio Executives.
• Assist with travel coordination and strategic planning for key events.
• Prepare background materials and client profiles for meetings.

Skills

Communication

Organizational skills

Project management

Attention to detail

Teamwork

Education

5 years experience as an Executive Assistant

Tools

Microsoft Office

Google Apps

Salesforce

Job description

We are currently looking for a dedicated and highly organized Executive Assistant to support the growing needs of our Executive team.

As an Executive Assistant, you will work to support our President and Executives, to provide administrative support and executive assistance. Experience in travel coordination is an asset as this role will assist in supporting multiple departments to manage markets and conference attendance. The ability to work well within a team is essential as you will be working closely with the rest of the executive team. The Executive Assistant position is an In-Office primarily role, as on-site presence is key to supporting our day-to-day operations.

We are looking for someone with a positive, approachable attitude that can anticipate the needs of our Executives, and help us effectively manage our days and the growth of our studio.

Responsibilities:

• Proactively manage and maintain day-to-day and week-to-week calendars for studio Executives
• Manage the market and travel calendar
• Work alongside other departments to book travel, schedule meetings and assist with strategic planning for key markets, conferences and industry events
• Ensure Executives are briefed each day and are prepped for meetings by providing background materials, client profiles, deck summaries, etc.
• Liaise with key external partners on behalf of Executives, follow up on emails & inquiries in a timely basis
• Attend key planning meetings and take minutes and follow up as needed
• Ensure Executives have clear agendas prior to every meeting
• Assist with expense reconciliation, and obtaining receipts from Executives
• Aid in industry-related research and data collection
• Perform some administrative functions as per request from Executives (photocopies, note taking)
• Ensure proper materials and agenda are set in advance of potential client/partner visits to studio
• Work closely with our IT department to ensure operations and equipment for Executives are up-to-date and maintained regularly
• Maintain internal and client contact database for Executives
• Hours of work for this role are expected to be 9am to 6pm Monday to Friday to accommodate the varying schedules of the Executive team, with some flexibility required for morning, evening and weekend work

The successful candidate will have the following attributes:

• Excellent communication skills
• Calm, cool and collected under pressure
• Quick learner with a passion for entertainment and a strong curiosity about our business
• Superior organizational and project management skills with great attention to detail
• Great at prioritizing competing needs in a high-energy, fast-paced work environment
• Be assertive without being aggressive
• Build trust with people at all levels of the organization, and treat everyone with respect

Qualifications:

• 5 years experience working as an Executive Assistant or in a related position managing schedules or office operations
• Experience in the entertainment industry would be an asset
• Experience in travel coordination would be an asset
• Strong verbal and written communication skills
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Apps (Gmail, Sheets, Docs, Calendar)
• Previous experience with accounting or budgets is not required but candidates must be comfortable working with numbers
• Experience with Salesforce an asset

Why Join Guru?

• We create a collaborative and creatively fulfilling work environment by promoting courage, purpose, inspiration, integrity, transparency, and empowerment as our core values
• We take great pride in our work and we always ensure it reflects a high standard of quality and creativity
• We encourage individuals to grow with us by offering learning opportunities that encourage skill development and growth
• We are proud to support philanthropic initiatives that support our local and global community through our charity committee Guru Gives
• We offer health and wellness support through an extensive benefits plan and extended mental health services and initiatives

Guru is committed to providing an inclusive work environment that celebrates the diversity of its employees. We are dedicated to employment equity and welcome applications from people from all Indigenous groups, races, religions, genders and people with disabilities.

We are committed to providing an accessible candidate experience during our recruitment process and are committed to fostering an inclusive and accessible environment where candidates and employees feel valued and respected. Guru strives to respect the dignity and independence of people with disabilities and is committed to giving them the same opportunity to succeed in the recruitment process as all other candidates. If you have a disability, you may request to be accommodated at any time. Guru will work with all candidates to accommodate individual accessibility needs to the point of undue hardship.

Guru Studio would like to thank all applicants for your interest, however only those who qualify for an interview will be contacted.

Accommodations are available on request for candidates taking part in all aspects of the selection process. Guru Studio is an equal opportunity employer.

Please note this is an In-Studio position