Coordinator/Executive Assistant

Vanguarde Artists Management Ltd. is an artist management company representing filmmakers (screenwriters, directors, producers, etc) in their careers.

With a team comprising three senior representatives, three junior representatives, and two coordinators they advise roughly 200 clients with every aspect of their careers.

ABOUT THE ROLE Coordinator (focus on extraordinary executive assistance)

We are searching for a detail-oriented, organized, and energetic Coordinator to provide exceptional administrative support to the Co-Heads of the company.

We are a small team committed to building an elite artist management organization, and this position is a linchpin of our daily logistics and efficient operations.

In this role, you will focus exclusively on assisting Co-Heads in every aspect of their work : managing their schedules, rolling calls, maintaining trackers, preparing submissions, providing meeting preparation, tracking deliverables, ensuring appropriate follow-up, and more (see below).

The perfect candidate for this role is proactive, highly organized, and meticulous. They will manage trackers, client information, and meeting details, ensuring that all information is current and readily available for tracking.

This individual excels in handling administrative tasks, emails, and calls with minimal guidance, upholding consistent standards in scheduling and client communication.

They are adept at anticipating needs and natural next steps, interpreting social cues effectively, and responding to feedback, always striving to be one step ahead in every task they undertake.

As Managers the Co-Heads are involved in many aspects of the company’s clients’ careers from determining the direction of their creative activity, intentional positioning in the market, opportunity generation, discriminating over projects, dealmaking and contracting, payments, and much more.

As a result, managers have many competing demands on their time. It will be your job not only to keep up but to get head so that you can help them stay on-task so that they can focus on highest value activities and providing the best possible representation to our clients.

Requirements and characteristics :

• You possess a natural desire to make the business owners feel exceptionally cared for and happy.
• You actively work to reduce the workload of the business owners, distinguishing between tasks that add to or decrease their workload.
• You consistently seek opportunities to go beyond expectations, adding more value to each task.
• You are transparent about progress and challenges, readily asking for help when needed.
• You love logistics and operate with a relentless attention to detail. You are an organizational wizard who makes everyone around you better.
• It’s in your nature to be proactive. You take initiative by asking What can I do to help? , you pre-empt potential pitfalls way ahead of time, and you proactively support in all meeting preparation so that each meeting will be successful.

You do all this while working collaboratively and managing multiple projects simultaneously.

• You work well under pressure, meet tight deadlines, manage multiple projects and expectations, and maintain a sharp focus while managing competing priorities.
• You demonstrate strong communication and interpersonal skills, while also being assertive, polished, and warm but professional.
• You can handle a high volume of tasks without leaving any loose ends all while clearly communicating with managers, other staff members, clients, and outside parties.
• You are a clear written and spoken communicator who can interface directly with clients with poise during all encounters (in-person, phone, email, etc.).
• You have strong interpersonal skills, while understanding the importance of maintaining an appropriate professional distance and confidentiality.
• You are diligently follow processes and use technology, and possess the ability to assimilate yourself and become familiar with existing systems.

You are undaunted by SaaS tools of various kinds and are eager to have them help you.

You will support Co-Heads by tracking (i) the opportunity pipelines, (ii) the submissions pipeline, (iii) the deals and contracts pipelines, (iv) the work execution and payments pipeline, and (v) the artist prospect pipeline through the systematic and deliberate tracking of companies, projects, and individuals.

You’ll use our systems to track deal-flow, making sure we don’t miss the next great writer or director or project opportunity for clients.

• You have 2+ years’ proven work experience demonstrating the above requirements.
• Your highest level of education is at least a BA / BS from an accredited University or College.

Ongoing responsibilities :

• Start the day by reviewing open / new emails and updating the task manager for the day ahead.
• Prepare the owners for their day with activity tracker summaries, call sheet updates, and upcoming meetings.
• Check voicemail for any missed calls and manage the follow-up.
• Handle rolling calls, including placing calls, managing the call sheet, taking notes / minutes, and creating actionable items to alleviate workload, updating contact tracker as needed.
• Schedule meetings for the owners and clients, providing thorough background research for preparation.
• Ensure real-time adherence to the calendar, staying aware of upcoming meetings and time management.
• Support the deal-making and contract workflow by updating trackers, pulling contract terms, ensuring document execution and filing, and capturing key financial terms for the Payments tracker.
• Update client information as careers evolve, including CVs, biographies, collecting clips, and filing new original material.
• Review and update Accounts Receivable information for client financial tracking, ensuring accuracy in statements and invoicing, and monitoring outstanding payments.
• Manage the creation, collection, and maintenance of client materials like bios, CVs, and links.
• Set up clients on payroll for new job commencements.
• Manage all administrative tasks with meticulous, systematic daily reviews to ensure no details are overlooked.
• Handle ad-hoc projects requiring administrative support as they arise.
• Stay attuned to industry news and projects, flagging any relevant information.
• Maintain the task manager for comprehensive discussion on current and upcoming tasks, ensuring organization and clarity on daily and weekly objectives.

APPLICATION

To be considered for this position, please email your resume to [email protected] with the subject VAM Coordinator Your Name’ and a short cover note.

Vanguarde Artists Management Ltd. is committed to a policy of Equal Employment Opportunity and will not discriminate against an applicant or employee on the basis of age, sex, sexual orientation, race, color, creed, religion, ethnicity, national origin, alienage or citizenship, disability, marital status, military status, pregnancy or any other legally-recognized protected basis under federal, provincial or local laws, regulations or ordinances.

We currently require that all personnel and visitors to our office are fully vaccinated against the COVID-19 virus. Given that many of the essential functions of this role must be performed on-site, this role requires full COVID-19 vaccination (subject to any exemptions or accommodations due to medical or religious reasons).

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