Executive Assistant, Co-Presidents

Blue Ant Media Inc.; Toronto; On-site; CAD 45,000 - 75,000; Full time

Job summary

An established industry player seeks a dynamic Executive Assistant to support the Co-Presidents in a fast-paced media environment. This role involves extensive calendar management, communication with stakeholders, and coordination of meetings and events. The ideal candidate will thrive under pressure, possess excellent organizational skills, and maintain confidentiality. Join a forward-thinking company that values creativity and diversity, and contribute to the exciting world of media production and distribution. If you are a proactive individual with a passion for supporting leadership, this opportunity is perfect for you.

Qualifications

• 3-5 years of experience as an administrative or executive assistant.
• Proficient in Google Calendar and MS Office with strong organizational skills.

Responsibilities

• Manage calendars and schedule meetings for Co-Presidents.
• Act as key contact and liaison for internal and external stakeholders.

Skills

Calendar Management

Communication Skills

Organizational Skills

Interpersonal Skills

Confidentiality

Ability to Work Under Pressure

Education

High School Diploma

Bachelor's Degree

Tools

Google Calendar

MS Office (PowerPoint, Excel)

G-Suite

NetSuite

Job description

99 Atlantic Ave, Toronto, ON M6K 3J8, Canada

Job Description

Posted Thursday, March 6, 2025 at 6:00 AM

TELLING CAPTIVATING STORIES TO AUDIENCES EVERYWHERE

Blue Ant Media is a privately held, international production studio and rights business and channel operator. The company's studio creates and distributes a premium slate of programming, in all content genres, for streaming and broadcasting platforms around the world. Blue Ant Media also operates free streaming and pay TV channels under several media brands internationally, including Love Nature, Cottage Life, Smithsonian Channel Canada, BBC Earth Canada, HauntTV, Homeful, Drag Race Universe, Total Crime, Declassified, Love Pets and Love Drama. Blue Ant Media is headquartered in Toronto, with six international offices in Los Angeles, New York, Singapore, London, Washington and Sydney.

Our employees are passionate experts in all of our business areas. They are fanatical about creating outstanding content and experiences, and about delivering them on new and evolving platforms. We actively seek new employees who embody our core values. We want them to think big, act with purpose, celebrate creativity, do the right thing, respect one another, and succeed together. We attract creative talents who are optimistic about the evolving future of content and who take pride in recognizing opportunities where others see challenges. At Blue Ant Media, we give them the flexibility to think like entrepreneurs, take ownership of their projects, take risks, and embrace innovation in a rapidly evolving media landscape. Our team members excel at collaborating with internal and external partners by building trusting, respectful working relationships.

Reporting directly to both Co-Presidents, Blue Ant Studios, the Executive Assistant will provide a wide range of support to the Co-Presidents, as they lead the Studios team.

Core Responsibilities & Duties

• Represent the Co-Presidents, internally and externally, to screen requests, schedule meetings and pro-actively look for ways to help the Co-Presidents more effectively manage their time and resources.
• Intensive calendar and appointment management for Co-Presidents. Daily calendar management is a top priority, to ensure the Co-Presidents have what they need to do their jobs. Attention to detail and prioritization of requests is essential.
• Arrange and coordinate meetings + events at the request of Co-Presidents.
• Meeting Prep and Briefings for Co-Presidents: Conduct research, collect + analyze rough data. Prepare agenda and action lists as required.
• Respond to client and team emails, calls, relay messages and triage incoming communications.
• Act as key contact for Co-Presidents, with visibility across the business. Presence in the office, especially on all days the Co-Presidents are in-office.
• Act as direct liaison between Co-Presidents and leadership teams.
• Build, nurture and foster relationships with internal and external stakeholders.
• Assume a proactive role in expediting/monitoring the progress and closure of actions assigned to the Co-Presidents.
• Communicate and ensure awareness of all company cyclical processes + plan accordingly.
• Assure alignment across Co-Presidents’ strategic goals, optimizing Co-Presidents’ time and presence.
• Draft correspondence, letters and internal communications with expectation of complete confidentiality.
• Manage the creation of decks for internal presentations as required by Co-Presidents.
• Prepare agendas, and take minutes, for key internal studio meetings which are led by either Co-President.
• Extensive travel arrangement including market preparation and itinerary preparation.
• Ensure appropriate international paperwork in place where required.
• Prepare personal and Co_Presidents’ expense claim preparation + Cashet card reconciliation on a regular basis.
• Support “offsite” team meetings as required throughout the year.
• Maintain contact database of key industry contacts.
• Development, implementation and support for workflows + organizational systems.
• Manage physical and digital documents and act as support/delegate for approvals.
• Assistance with errands such as lunch, coffee, meeting catering.
• Act as liaison with IT and Office Services to support day-to-day operations of the Office of the Co-Presidents (courier, supplies, equipment).
• Client and Industry Event Management or support as required.
• Coordination of Gifts and Recognition Events as required.

Qualifications and Experience

• 3-5 years of previous experience working in an administrative assistant or executive assistant capacity.
• Proficient skills in managing calendars in Google calendar.
• Intermediate knowledge in MS Office (PowerPoint, Excel), G-Suite, and ability to quickly learn other software (i.e., NetSuite, etc.).
• Excellent interpersonal and communication skills, both verbal and written.
• Proven ability to work effectively under pressure in a fast-paced environment.
• Interpersonal skills with the ability to build trust and maintain confidentiality.
• Strong organizational skills including ability to organize, plan and schedule activities, with a proven ability to prioritize.
• Strong knowledge of Operations, Logistics and Best Practices; capacity to understand the organization and structure to be able to source information independently.
• Experience developing internal processes and filing.
• Experience overseeing budgets and expenses.

Blue Ant Media, we believe promoting equity, diversity, and inclusion is everyone's responsibility. We can all contribute. As a global media company, we recognize our platform and opportunity to influence change and promote a more inclusive world. We know what we create, distribute, and produce is better with a diverse workforce. In recruiting for our teams, we encourage applications from individuals of all backgrounds (who are eligible to work in Canada) and welcome the unique contributions each person brings.

If you have most of the qualifications listed in our posting, but are not sure whether to proceed with your application, we still encourage you to apply. We thank all candidates for their interest in Blue Ant Media and we will reach out to those candidates that are under consideration. If you are contacted for an interview and require an accommodation at any time during the recruitment process, please email our Human Resources team at [e-mail].