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jobby: Executive Assistant, Arc Productions, Toronto

arc logoArc 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


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.


  •  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



  •  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


Thank you for your interest but only qualified candidates will be contacted.

To apply please go to

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