Executive Assistant, Co-Presidents

Blue Ant Media Inc.; Toronto; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading media company seeks an Executive Assistant to support the Co-Presidents. This role involves managing schedules, coordinating meetings, and handling travel arrangements. The ideal candidate will have 3-5 years of experience, strong organizational skills, and proficiency in Google Calendar and MS Office. Join a dynamic team dedicated to storytelling and innovation in media.

Qualifications

• 3-5 years of experience as an administrative or executive assistant.
• Proficient in managing calendars using Google Calendar.
• Intermediate skills in MS Office and G-Suite.

Responsibilities

• Manage the Co-Presidents' calendars and schedule meetings.
• Prepare meeting agendas and conduct research.
• Arrange extensive travel and manage expense claims.

Skills

Interpersonal skills

Communication skills

Organizational skills

Ability to work under pressure

Tools

Google Calendar

MS Office

G-Suite

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 across all genres for streaming and broadcasting platforms worldwide. Blue Ant Media also operates free streaming and pay TV channels under various 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. The company is headquartered in Toronto, with six international offices in Los Angeles, New York, Singapore, London, Washington, and Sydney.

Our employees are passionate experts dedicated to creating outstanding content and experiences, and delivering them on evolving platforms. We seek new employees who embody our core values: thinking big, acting purposefully, celebrating creativity, doing the right thing, respecting one another, and succeeding together. We attract creative talents optimistic about the future of content, proud of recognizing opportunities in challenges. At Blue Ant Media, we foster an entrepreneurial spirit, encouraging ownership, risk-taking, and innovation. Our team excels at building trusting, respectful relationships internally and externally.

Reporting directly to both Co-Presidents, the Executive Assistant will provide comprehensive support to the Co-Presidents as they lead the Studios team.

Core Responsibilities & Duties

1. Represent the Co-Presidents internally and externally, screening requests, scheduling meetings, and proactively assisting in managing their time and resources.
2. Manage the Co-Presidents' calendars meticulously, prioritizing requests to ensure they have what they need to perform their roles effectively.
3. Arrange and coordinate meetings and events as requested.
4. Prepare meeting agendas, conduct research, analyze data, and compile briefings for the Co-Presidents.
5. Respond to emails and calls, relay messages, and triage incoming communications.
6. Act as a key contact for the Co-Presidents, maintaining visibility across the business and presence in the office when they are in-office.
7. Serve as a liaison between the Co-Presidents and leadership teams.
8. Build and nurture relationships with internal and external stakeholders.
9. Proactively monitor and expedite the progress of actions assigned to the Co-Presidents.
10. Communicate company processes and plans, ensuring alignment with strategic goals.
11. Draft confidential correspondence, letters, and internal communications.
12. Support the creation of presentation decks for internal use.
13. Prepare agendas and minutes for key internal meetings led by the Co-Presidents.
14. Arrange extensive travel, including market research and itinerary planning, ensuring all international paperwork is in order.
15. Prepare expense claims and reconcile corporate credit cards regularly.
16. Support offsite meetings and maintain contact databases of key industry contacts.
17. Develop and implement workflows and organizational systems.
18. Manage physical and digital documents, supporting approval processes.
19. Assist with errands such as catering and office supplies.
20. Coordinate with IT and Office Services to support daily operations.
21. Support client and industry event management and recognition events as needed.

Qualifications and Experience

• 3-5 years of experience as an administrative or executive assistant.
• Proficient in managing calendars using Google Calendar.
• Intermediate skills in MS Office (PowerPoint, Excel), G-Suite, with the ability to learn new software quickly.
• Excellent interpersonal and communication skills, both verbal and written.
• Ability to work effectively under pressure in a fast-paced environment.
• Strong organizational skills with the ability to prioritize and plan activities.
• Knowledge of operations, logistics, and best practices; capable of sourcing information independently.
• Experience developing internal processes and managing budgets and expenses.

Blue Ant Media values diversity and inclusion, promoting equity across our global workforce. We encourage applications from individuals of all backgrounds who are eligible to work in Canada. If you meet most qualifications but are unsure about applying, we still encourage you to do so. For accommodations during the recruitment process, contact [e-mail].