Part Time - Executive Assistant

CYLNDR CHILE; Saint Marys Parish; Hybrid; CAD 69,000 - 77,000; Full time

Job summary

CYLNDR Studios is seeking a highly organized Executive Assistant to anchor our leadership team. You will support six executives across time zones, manage calendars, travel logistics, and expense processing, while maintaining discretion in a fast-paced creative agency.

Based in a hybrid model with in-house days in Durham, NYC, or Toronto, the role offers growth into production operations and a front-row seat to how an agency runs from the center of leadership.

Qualifications

• 2-4 years of experience in an administrative, coordination or project-based role.
• Experience with NetSuite and Navan is a major plus.
• Deep comfort with Google Workspace is required.

Responsibilities

• Manage executive calendars across multiple time zones and coordinate client meetings and all‑company events.
• Provide travel support and resolve booking issues to align with calendars.
• Lead expense reporting and time-entry for project billing.
• Coordinate on-site logistics for trainings, workshops, and client days.

Skills

Calendar management

Travel coordination

Expense reporting

Google Workspace

Tools

NetSuite

Navan

Google Workspace

Job description

About CYLNDR Studios

CYLNDR Studios is a creative content and production company built for modern brands. We blend design, storytelling, influencer marketing, and production under one roof — delivering culturally attuned, creatively exceptional work. We believe the future of content is made by teams who know how to think and make and we’re now embedding AI into the heart of that process.

CYLNDR Studios is a creative content and production company built for modern brands. We blend design, storytelling, influencer marketing, and production under one roof — delivering culturally attuned, creatively exceptional work. We believe the future of content is made by teams who know how to think and make and we’re now embedding AI into the heart of that process.

The Opportunity

We’re looking for a highly organized, proactive Executive Assistant to anchor our leadership team. You will directly support six of our agency’s key leaders: Managing Director, our two Executive Creative Directors, Executive Director of Growth, Executive Director of Production, and Head of People.

This is an early-to-mid-career position designed for a proactive professional with a high logistical aptitude. It offers a unique dual career path: it is a perfect match for an experienced administrative partner who loves creative agency operations, or an ambitious professional looking for a strategic foot in the door with a clear path into commercial production. You will get a first‑hand look at how an agency runs from the very center of leadership.

What You’ll Do

Day‑to‑Day Administration & Logistics

• Calendar & Schedule Management: Calendar and Schedule Management–primarily for the Managing Director and secondarily for executives on the leadership team as needed–across multiple time zones. Seamlessly manage complex scheduling for individual client meetings, internal syncs, and large‑scale all‑company meetings.
• Travel Support: While our leadership team books their travel directly within the travel platform, you will help resolve booking issues, manage last‑minute itinerary adjustments, and ensure all trip logistics align smoothly with their calendars.
• Financial Administration: Take the lead on processing expense reports and ensuring accurate, timely executive time entry for project billing.
• Office & Initiative Support: Coordinate on‑site logistics for all‑company initiatives, including ordering and setting up lunches for training sessions, workshops, or client days.

Event & Offsite Coordination

• Leadership Offsites: Provide comprehensive logistics support for leadership team offsites, including scouting and booking locations, managing catering, and handling dinner reservations.
• Monthly All‑Company Virtual Meetings: Coordinate our monthly All‑Hang virtual meetings, ensuring conference rooms are booked, tech links are live, and the team is set up for success.
• Annual Company Offsite: Support the logistics for our annual company offsite. This includes managing group travel, venue/location booking, catering coordination, and sourcing creative company swag.

Key Competencies

• Attention to Detail: You catch the scheduling conflict, time zone mishaps or the missing expense receipt before anyone else does. Accuracy and thoroughness are your baselines.
• Proactive Problem‑Solving: You don’t just spot a logistics issue, you arrive with alternative solutions already mapped out.
• Time Management & Prioritization: Supporting six busy leaders means tasks will fly at you from different directions. You can prioritize on the fly, manage your workload, and stay grounded under pressure.
• Self‑Motivated & Accountable: You thrive with autonomy. You don’t need to be micro‑managed to keep projects moving forward.
• High Discretion & Emotional Intelligence: You will be exposed to high‑level leadership conversations and sensitive agency operations. A calm, mature and confidential approach is non‑negotiable.

Schedule & Availability Requirements

• Location: Hybrid / Eastern Time Zone: This role can be based in our Durham, NYC or Toronto office, with a required in‑office presence every Tuesday, Wednesday and Thursday.
• Core Hours: To support our distributed leadership team, you must be online and available during the core crossover window of 1:00 PM - 5:00 PM EST (10:00 AM - 2:00 PM PST) on workdays.
• Flexibility: The remaining part‑time hours can be distributed flexibly across the week, provided the core afternoon window and the mid‑week in‑office days are covered.

Qualifications & Growth Paths

• Experience: 2-4 years of experience in an administrative, coordination or project‑based role, ideally within a creative agency, production house or fast‑paced environment.
• Tech‑Aptitude: High comfort level learning and mastering digital platforms. Prior experience with NetSuite and Navan (or similar corporate enterprise expense and travel tools) is a major plus. Deep comfort with the Google Workspace suite (Docs, Sheets, Slides, Forms) is required.
• The Production Career Path: If your goal is a career in commercial production, this role is a massive springboard. You will master budget tracking, vendor negotiation and complex travel logistics–the exact foundation skills required to transition into a Production Coordinator, Line Producer or Creative Operations role.

What You’ll Bring

• A ‘Real Talk’ Communication Style: You possess high emotional intelligence and clear, transparent communication. You aren’t afraid to ask clarifying questions to get what you need from busy executives, and you approach interactions with candor, humility and a sense of humor.
• The Mindset of a “Culture Connector”: Because you are the boots on the ground for a distributed leadership team, you care about the human element. Whether you’re ordering lunch for a local training session or organizing swag for the team, you look for ways to make people feel connected and included.
• Logistical Curiosity & Improvisation: You actually enjoy the puzzle of a messy calendar or a complex travel itinerary. When plans inevitably shift at the last minute, due to a production delay or a client emergency, you don’t sweat it; you calmly pivot and find a way through.
• A Standard of High Confidentiality: You will regularly handle sensitive agency data, executive schedules, and high‑level internal initiatives. You understand the weight of that responsibility and maintain impeccable discretion at all times.
• Resourcefulness & Vendor Savvy: You know how to track down a budget‑friendly caterer, haggle politely with a swag vendor, or research the perfect off‑site dinner spot. You treat company resources with care and take pride in executing high‑quality events without overspending.

Salary Range

Our estimated range for this role is $36.06/hour

Compensation packages are based on the skill level and experience each candidate brings to their role. We pride ourselves on competitive salaries, and ensuring pay equity exists across our organization. Our promotions are not limited to a specific time per year. Promotions are tied to performance.

Right To Work In The US