Executive Assistant - Jobs in Toronto Ontario

Job Description

Key ResponsibilitiesCalendar, Schedulingamp; Coordination (40%)

• Manage daily calendar scheduling for the Co-Presidents (2) and Executive Leadership Team (3), including high-volume meeting requests and shifting priorities
• Coordinate complex calendar logistics for all 5 executives, including internal meetings, external partner calls, and cross-functional sessions
• Plan and manage film festival schedules for executives across major markets (e.g., TIFF, Cannes, Berlinale, Sundance, etc.)
• Proactively coordinate recurring internal meetings such as all-staff meetings, department head meetings, strategy meetings, and Town Halls
• Maintain accurate and up-to-date meeting documentation, agendas, and action items

Travel, Expensesamp; Logistics (20%)

• Arrange travel, accommodations, and itineraries for executives and Elevation staff on an ad-hoc basis
• Track and manage executive expense reports, including charges on personal and corporate credit cards
• Handle logistical needs around events, offsites, and executive team travel to industry events
• Assist in office relocations, expansions, or reconfigurations as needed

Administrativeamp; Process Support (30%)

• Upload script submissions and maintain Projects Database and Business Affairs Database within the Notion platform
• Circulate invoices, contracts, and signature-ready documents across executive and legal functions
• Support CIPO/USCO filings for copyright and trademark protection
• Perform ad-hoc office administrative tasks including managing deliveries, sorting FedEx and courier packages
• Track and manage office supply levels, order weekly groceries, and coordinate food delivery for meetings/events
• Assist with preparing the HR newsletter that is distributed monthly across the company
• Assist in organizing major company events such as the annual Holiday Party, Summer Social, Town Halls, etc.

Internal Communicationsamp; Support (10%)

• Support preparation of internal communications, updates, and presentation materials for executives
• Coordinate with teams to collect information and updates for newsletters, meetings, or internal announcements
• Assist with formatting internal documents, slide decks, and policy updates for executive review

Requirements

• 2+ years of experience supporting executives in a fast-paced, high-performance environment
• Excellent organizational skills with a natural ability to prioritize and stay ahead of changing demands
• Strong written and verbal communication skills with professional discretion and judgment
• Tech-savvy and proficient in Google Calendar, Gmail, Docs, Sheets, Microsoft Office, Notion, Zoom, and Slack
• Comfortable managing travel, event coordination, and operational logistics
• High attention to detail and ability to multitask without sacrificing quality
• Experience in media, entertainment, production, or a creative industry is a strong asset

Benefits

• Extended Healthcare Plan (Medical, Dentialamp; Vision)
• Healthcare Spending Account
• Group Life - Ad amp;D - Critical Illness
• Access to film screenings during Tiff
• Office closure during Christmas holiday incremental to vacation days
• Hybrid work model in office 3 days a week (Mon/Tues/Wed)