Executive Assistant – contract

Cineflix; Toronto; Hybrid; CAD 50,000 - 70,000; Full time

Job summary

A media production company located in Toronto is seeking an Executive Assistant to support its legal department and select executives. This full-time role involves calendar management, travel arrangements, and expense reporting, and is contracted for approximately 9 months. Ideal candidates will have 2-3 years of executive support experience and be highly organized with strong attention to detail. This position offers a hybrid work model.

Qualifications

• 2-3 years experience of executive support.
• Highly organized with strong attention to detail.
• Must be proficient in Microsoft Office tools.

Responsibilities

• Coordinate calendars of select executives.
• Arrange travel for internal executives.
• Create and manage expense reports.
• Assist in planning corporate events.
• Maintain legal department trackers.

Skills

Executive support experience

Organizational skills

Attention to detail

Microsoft Office: Outlook and Excel

Job description

The Company

Cineflix Media

Creating, producing, and distributing distinctive factual and scripted content for broadcasters, streamers, and FAST platforms worldwide, the Cineflix Media group includes Cineflix Productions, Cineflix Rights, and Cineflix Studios, as well as joint venture companies Buccaneer, C3 Media, Husk Media, and Shiny Screens Entertainment. We also share strategic partnerships through first‑look deals and co‑productions with a hub of producers from the US, UK, and Canada. With a catalogue of more than 6,000 hours of select programming across a wide range of genres, Cineflix is behind some of TV’s most popular and long‑running shows.

The Role

Cineflix Media is currently looking to fill the role of Executive Assistant (EA) on maternity relief contract. Reporting into both the Senior Executive Assistant and the EVP, Global Business and Legal Affairs, the EA will be primarily assisting our legal department on various administrative tasks, and supporting select executives in areas such as calendar management, travel arrangement, expense reporting, office event coordination and other administrative support. This is a full‑time contract position for approximately 9 months, ending near the end of September, based in our Toronto office on a hybrid schedule.

Responsibilities

Senior Executive Support

• Coordinate and update calendars of select executives with all pertinent details including meetings and travel.
• Coordinate travel arrangements (flights, cars, accommodations, etc.) for internal executives and staff and submit for approvals and payment.
• Create expense reports and gather required receipts and supporting documents for select executives.
• Attend Social Committee meetings and events to assist with planning, purchasing, set up, and tear down.
• Act as a main point of contact when the Senior Executive Assistant is on leave.
• Coordinate corporate condominium reservations for external travelers and manage scheduling of cleaning services maintenance when required.
• Additional administrative support as required by the Senior Executive Assistant.

Legal Department Support

• Maintain and update multiple trackers and send out deadline notifications across divisions.
• Maintain and update databases and file repository.
• Coordinate signatures on contracts using AdobeSign.
• File and distribute fully executed agreements to appropriate internal and external stakeholders.
• Attend and take notes at meetings and follow through on any required actions.
• Create expense reports and gather required receipts and supporting documents for select legal executives.
• Schedule production check‑list calls.
• Set‑up and prepare for in‑person executive meetings, presentations, and lunches.
• Ad hoc tasks (e.g. contract comparisons, pulling contract clauses, drafting charts etc.).
• Additional administrative support as required by the Senior Executive Assistant.

Skills and Qualifications

• 2-3 years experience of executive support.
• Highly organized.
• Strong attention to detail.
• Experience with Microsoft Office: Outlook and Excel.

If you are interested in this opportunity, please send your resume and cover letter to the Director, Human Resources, Mackenzie Graham via the link provided. No phone calls please.

We thank all applicants, but only those selected will be contacted.

Cineflix Media is an equal opportunity employer committed to providing a diverse environment. Cineflix welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.