Executive Assistant

SmallScreen; Winnipeg; On-site; CAD 65,000 - 75,000; Full time

Benefits offered by this job

Three weeks vacation

Wellness days

Comprehensive benefits package

Collaborative work environment

Job summary

SmallScreen in Winnipeg, Manitoba, seeks an experienced Executive Assistant to support our Senior Director of Sales and Operations. You will manage calendars, coordinate travel, handle correspondence, and ensure priorities stay on track in a fast-paced agency environment.

Beyond scheduling, you will gather and analyze information for informed decisions, prepare campaign and deal summaries, and create materials for internal and external meetings with creators and brand partners.

Qualifications

• 5+ years of experience as an Executive/ Senior Executive Assistant or similar role supporting senior leadership.

Responsibilities

• Own the Senior Director's calendar, resolving conflicts before they become problems.
• Coordinate domestic and international travel, including itineraries and last-minute changes.
• Manage inbound and outbound correspondence, ensuring timely follow-up.
• Track projects, action items, and deadlines across the team, and keep the Senior Director informed of status.
• Prepare agendas, take notes, and follow up on next steps from meetings.
• Compile research, reports, and campaign or deal data into clear summaries for decision-making.
• Help prepare presentations and materials for meetings with creators, brand partners, and leadership.
• Prepare and submit expense reports and related documentation.
• Serve as a point of contact between the Senior Director and internal teams, creators, brand partners, and external stakeholders.
• Maintain organized, confidential systems for documents, contacts, and schedules.

Skills

Calendar management

Travel coordination

Communication

Discretion & confidentiality

Independent worker

Problem solving

Tools

Google Workspace

Microsoft Office

Job description

SmallScreen is a leading talent agency that provides world-class representation to creators and influencers worldwide. At SmallScreen, we connect over 350 content creators with brands such as Shopify, OpenAI, and Nike to collaborate on authentic, engaging campaigns, maximize opportunities, and ensure effective influencer marketing. We are committed to offering innovative solutions for our clients and growing our team of talented individuals.

About the Role

You'll be the right hand to our Senior Director, who leads the Sales and Operations teams at the agency. Your role is to keep their day-to-day running smoothly by managing a complex calendar, coordinating travel, handling correspondence, and ensuring priorities and deadlines stay on track in a fast-moving environment.

This is more than a scheduling role. You'll also gather, organize, and analyze the information the Senior Director needs to make informed decisions, including pulling together campaign summaries, tracking deal timelines, and preparing materials for internal and external meetings.

Key Responsibilities

• Own the Senior Director's calendar, resolving conflicts before they become problems
• Coordinate domestic and international travel, including itineraries and last-minute changes
• Manage inbound and outbound correspondence, ensuring timely follow-up
• Track projects, action items, and deadlines across the team, and keep the Senior Director informed of status
• Prepare agendas, take notes, and follow up on next steps from meetings
• Compile research, reports, and campaign or deal data into clear summaries for decision-making
• Help prepare presentations and materials for meetings with creators, brand partners, and leadership
• Prepare and submit expense reports and related documentation
• Serve as a point of contact between the Senior Director and internal teams, creators, brand partners, and external stakeholders
• Maintain organized, confidential systems for documents, contacts, and schedules

Qualifications

• 5+ years of experience as an Executive Assistant, Senior Executive Assistant, or similar role supporting senior leadership.
• Exceptional organizational and time-management skills with the ability to manage multiple priorities simultaneously.
• Detail-oriented with strong problem-solving and critical-thinking skills.
• Excellent written and verbal communication skills.
• Demonstrated ability to exercise sound judgment, discretion, and confidentiality.
• Proactive, resourceful, and comfortable working independently with minimal direction.
• Strong proficiency with Google Workspace, Microsoft Office, and other productivity and project management tools.
• Ability to operate effectively in a fast-paced, constantly changing environment.
• Experience in entertainment, media, talent management, marketing, or a similarly fast-paced industry is a plus.

What We Offer:

• Three weeks paid vacation annually + 5 wellness days + Comprehensive benefits package
• A collaborative and innovative work environment
• Opportunities to work with a diverse and creative team
• Salary Range ($65,000 - $75,000) based on previous experience