Executive Assistant (Toronto) – 12 month contract

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

Job summary

Cineflix Media is seeking an Executive Assistant for a 12-month maternity relief contract. This role involves providing high-level administrative support to executives and assisting the legal department. The position is full-time and based in their Toronto office on a hybrid schedule.

Qualifications

• 2-3 years experience in executive support.
• Highly organized with strong attention to detail.

Responsibilities

• Coordinate and manage calendars for executives.
• Arrange travel and create expense reports.
• Support legal department with administrative tasks.

Skills

Organizational Skills

Attention to Detail

Microsoft Office - Outlook

Microsoft Office - 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 materinity 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 12 months based in our Toronto office on a hybrid schedule set to start in July.

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.
• 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

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

Please be aware that recruitment-related scams from illegitimate companies have increased. If you are being considered for this position, you will only be contacted by someone from our recruitment team with an official @cineflix.com email address.

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.