jobby: Executive Assistant, Arc Productions, Toronto

arc logo Arc Productions, a Canadian based CG animation and visual effects facility located in downtown Toronto is looking for Layout Artists to join our team. With over 250 artists and technical directors and the most up to date resources available, we bring the vision to both major Hollywood studios and independent producers to life in a wide array of formats: theatrical features, television, DVDs, shorts and game cinematics.

JOB TITLE: Executive Assistant

DEPARTMENT: Administration

REPORTS TO: Senior Manager or Executive

POSITION OVERVIEW

The Executive Assistant provides executive level administrative support to a senior executive or manager. This position manages an executive’s calendar, coordinates and attends meetings and other events, administers expenses, and answers telephone calls. This role requires making travel arrangements for the executive and other individuals, typing correspondence and memos, performing occasional personal assistant duties for the executive. Secondary responsibilities include providing coordination support to other teams.

DUTIES & RESPONSIBILITIES

Manage calendar
Schedule all meetings and conference calls, taking into account different time zones
Manage conflicts as necessary
Ensure that the executive attends all appointments as scheduled
Coordinate regular meetings and one-off events
Send out meeting invitations to the appropriate individuals
Ensure proper set up of telephone and video conferencing equipment as necessary
Prepare presentation and meeting materials
Arrange catering as required
Record minutes at regular meetings and follow-up on action items
Administer expenses and collect receipts
Prepare and submit expense reports
Ensure resolution of related errors
Answer telephone calls for the executive in a courteous and professional manner
Make travel arrangements for the executive and other individuals as required
Book flights, hotel stays, vehicle rentals, etc.
Communicate any cancellations or delays to key stakeholders
Type correspondence and memos as necessary
Coordinate and administer special projects
Perform occasional personal assistant duties for senior managers
Coordinate interview scheduling as support to Recruitment team if/when required
Track job postings externally and internally and ensure that postings are up to date
May coordinate trade show activities for recruitment as required
Perform additional duties as required

REQUIRED SKILLS & EXPERIENCE

3-5 years experience in providing administrative support to a high-level executive in the entertainment industry
Completed post-secondary education in a relevant area of study
Intermediate working knowledge of Microsoft Office Suite (Excel, Outlook, PowerPoint, Word)
Proven ability to deal with highly confidential matters in a professional manner
Excellent communication and teamwork skills with the confidence to interact with all levels of employees, clients, and vendors
Superior organizational skills with a demonstrated ability to prioritize and to manage conflicting interests
Strong attention for detail
Self-motivated, proactive, and capable of performing well in a fast-paced, high-energy environment
Availability to work flexible hours on occasion to meet challenging deadlines
Demonstrated interest in working in animation production