Production Administrative Assistant

MANGO STUDIOS; Toronto; On-site; CAD 21,000 - 29,000; Part time

Job summary

Mango Studios in Toronto, Ontario, is seeking a part-time Production Administrative Assistant to support production and sales teams during Mon-Wed-Fri. The role involves inbox inquiries, preparing wedding photo packages, document management, and coordinating cross-functional communication.

The candidate should be highly organized, adaptable, friendly, and capable of thriving in a fast-paced production environment. Hours are primarily 10:00 AM - 6:00 PM, with potential variation based on needs.

Qualifications

• High school diploma or equivalent; additional education or certification in administration or a relevant field is a plus.
• Proven experience as an administrative assistant, preferably in a creative studio environment
• Strong organizational skills with the ability to multitask and prioritize competing demands effectively.
• Excellent written and verbal communication skills.
• Detail-oriented and capable of maintaining accurate records and documentation.
• Ability to work collaboratively as part of a team and independently with minimal supervision.

Responsibilities

• Assist the production team with daily administrative tasks such as answering phone calls and emails to ensure the smooth operation of production processes.
• Maintain and update tasks from Monday.com, ensuring accuracy and timely information gets to relevant stakeholders.
• Manage and organize production-related documents, such as contracts, purchase orders, invoices and other billing-related needs.
• Assist in processing and accepting payments from clients remotely or in person.
• Act as a point of contact for internal team members and external partners, facilitating communication and addressing inquiries.
• Coordinate logistics for production activities, including arranging meetings, travel arrangements, and equipment bookings.
• Monitor inventory levels and liaise with the production team to ensure the timely availability of production materials.
• Assist in coordinating training sessions and onboarding for new production team members.
• Collaborate with other departments to ensure seamless cross-functional communication and cooperation.
• Identify process improvement opportunities and suggest solutions to enhance production efficiency.
• Assisting the Sales team with administrative tasks as needed
• Upholding company policies and ensuring compliance with company standards.

Skills

Organization

Communication

Multitasking

Teamwork

Administrative support

Education

High school diploma

Admin certification

Job description

The Production Administrative Assistant is a part-time, in-studio role and will be responsible for providing administrative support to our production and sales team during the week (Mon-Wed-Fri). This includes managing and responding to inquiries in our inbox, coordinating and preparing final wedding photo packages, managing documentation, facilitating communication among team members, and assisting in various tasks to ensure a seamless workflow. The ideal candidate should be highly organized, adaptable, friendly and able to thrive in a fast-paced production environment. The studio hours will mostly be from 10:00 AM - 6:00 PM, but may vary based on needs.

Responsibilities

• Assist the production team with daily administrative tasks such as answering phone calls and emails to ensure the smooth operation of production processes.
• Maintain and update tasks from Monday.com, ensuring accuracy and timely information gets to relevant stakeholders.
• Manage and organize production-related documents, such as contracts, purchase orders, invoices and other billing-related needs.
• Assist in processing and accepting payments from clients remotely or in person.
• Act as a point of contact for internal team members and external partners, facilitating communication and addressing inquiries.
• Coordinate logistics for production activities, including arranging meetings, travel arrangements, and equipment bookings.
• Monitor inventory levels and liaise with the production team to ensure the timely availability of production materials.
• Assist in coordinating training sessions and onboarding for new production team members.
• Collaborate with other departments to ensure seamless cross-functional communication and cooperation.
• Identify process improvement opportunities and suggest solutions to enhance production efficiency.
• Assisting the Sales team with administrative tasks as needed
• Upholding company policies and ensuring compliance with company standards.

Qualifications

• High school diploma or equivalent; additional education or certification in administration or a relevant field is a plus.
• Proven experience as an administrative assistant, preferably in a creative studio environment
• Strong organizational skills with the ability to multitask and prioritize competing demands effectively.
• Excellent written and verbal communication skills.
• Detail-oriented and capable of maintaining accurate records and documentation.
• Ability to work collaboratively as part of a team and independently with minimal supervision.
• Familiarity with wedding and photographic processes and terminology is advantageous.
• Flexibility to adapt to changing priorities and deadlines.
• Team player with a positive attitude, proactive mindset, and a willingness to take initiative.

Compensation

$18 / Hour ; 24+ hours a week/3 days a week

Mango Studios is an equal opportunity employer committed to fostering an inclusive and diverse workforce. We value and respect the contributions of all our team members. We look forward to reviewing your application!