Executive Assistant

About Boat Rocker Studios
An independent, integrated global entertainment company, Boat Rocker Studios’ mission is to tell stories and build iconic brands across all genres and media. With offices around the world, Boat Rocker brings end-to-end creative expertise, robust business operations, and global franchise capabilities across Scripted, Unscripted, Documentary, and Kids & Family content. Its services span production, distribution, and brand & franchise management. In partnership with Industrial Brothers, Boat Rocker develops, produces, and exploits Industrial Brothers' innovative and original animated series for preschool and family audiences.

A selection of Boat Rocker’s projects includes Invasion (Apple TV+), Palm Royale (Apple TV+), Mix Tape (BBC, Binge, RTE), Video Nasty (BBC Northern Ireland, BBC Three, Virgin Media One, WDR), This Is the Tom Green Documentary (Prime Video), Orphan Black: Echoes (AMC), American Rust: Broken Justice (Prime Video), Beacon 23 (MGM+), Pretty Baby: Brooke Shields (Hulu), Downey’s Dream Cars (Max), BS High (HBO), Orphan Black (BBC AMERICA, CTV Sci-Fi Channel), Billie Eilish: The World’s a Little Blurry (Apple TV+), The Next Step (BBC, Corus, CBC), Daniel Spellbound (Netflix), Dino Ranch (Disney+, Disney Junior, CBC), and Dino Ranch: Island Explorers (Amazon Kids+, CBC, Warner Bros. Discovery EMEA).For more information, please visit www.boatrocker.com.

The Role
Boat Rocker Studios is seeking a reliable, self-starter to work in the Boat Rocker Studios headquarters in Toronto. The Executive Assistant will provide support to 4 executives - the 3 owners/Partners of Boat Rocker Studios and the Head of Business & Legal Affairs and General Counsel. They will also be responsible for some administrative tasks on behalf of the Business & Legal Affairs department. This is an excellent entry-level opportunity for someone looking to build a career in the entertainment industry, with exposure to senior leadership in a fast-paced, creative environment and meaningful opportunities for growth and advancement.

This role requires superior attention to detail, great organizational skills, and excellent problem-solving capabilities. The successful individual will thrive on creating a smooth day to day for the individuals they support and can juggle competing priorities.

This role is hybrid and requires a minimum of 3 days per week in office.

Responsibilities:

• Provide sophisticated calendar management across multiple time zones for the four executives. Prioritize requests, schedule meetings, trouble shoot conflicts, make judgements and recommendations to ensure a smooth-running day.

• Arrange and handle all logistics for in person and virtual meetings: schedule meetings; book meeting rooms and hospitality as needed; draft agendas, develop, compile, and distribute any materials needed, record and share minutes and key follow ups items.

• Organize travel, accommodation, transport and transfers and draft itineraries.

• Compile monthly expense reports & tracking on behalf of executives.

• Complete a broad variety of administrative tasks including assisting with special projects, reports, and presentations; undertaking research projects as and when needed.

• Work closely with the executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Anticipate needs in advance of meetings, conferences, etc. Work ahead on schedule management to ensure conflicts don’t arise.

• Work with other assistants across departments and offices to effectively maintain department schedules, including market schedules, registrations, and deadlines.

• Complete detailed research on assigned projects and tasks.

• File and organize Business & Legal Affairs database entries as instructed; prepare and mange project tracking list.

• Get agreements signed (via AdobeSign or hard copies), scan and name files in accordance with the internal naming convention.

• Proofread and edit documents, draft cover letters and correspondence.

• Provide administrative support with drafting and distribution of agreements, releases and licenses for business & legal affairs department.

• Provide support for television and media funding applications, including Canada Media Fund and tax credits.

• Prepare and file forms and other regulatory and administrative documents.

• General day to day support including preparing and/or picking up meals and beverages for the Partners, client meetings and events.

Qualifications:

• Completion of an undergraduate degree is required.

• Demonstrated interest working in the entertainment and media industry.

• Self-starter, pro-active, organized with strong interpersonal skills.

• Confident to liaise at all levels.

• Ability to cope with substantial workload and to prioritize.

• Eye for detail - experience in booking meetings, managing time zones, and maintaining heavy complex calendars.

• Ability to perform multiple tasks in an environment with dynamic priorities.

• Discretion, maintaining complete confidentiality.

• Excellent written and verbal skills.

• Proven problem-solving skills.

• Previous experience in television or other entertainment sectors is considered an asset.

• Flexibility to work additional hours as required.

• Strong sense of urgency to situations that require quick response or turnaround.

• Ability to switch priorities at a moment’s notice.

• Highly proficient with MS Office suite of applications and general comfort with learning new software applications. Ability to design and edit presentations.

Salary Range: $58,000 - $65,000

Boat Rocker Studios is committed to providing a fair and equitable work environment and encourages applications from qualified women, men, visible minorities, aboriginal peoples and persons with disabilities.

Boat Rocker Studios is committed to providing an inclusive and accessible candidate experience. If you require accommodation during the recruitment and selection process, please let us know. We will work with you to meet your needs.