Executive Assistant

At Mainframe Studios, we're creators first. We eat creative and technical challenges for breakfast and come back for more. We've been doing this for 30+ years, and we're still going strong. From our artists to our technical and production folks, everyone is passionate about collaborating on some kickass projects. With partners like Mattel, Netflix, DreamWorks, Sony, Silvergate, and Nickelodeon, it's no wonder we've established ourselves as a creative force to be reckoned with.

For all of our hiring, Mainframe Studios values the strength in the diversity of backgrounds, lived experiences, and identities. We welcome and encourage applicants who bring new perspectives and experiences to our teams. We strongly encourage people from BIPOC, LGBTQ2S+, and Indigenous communities and those with diverse abilities to apply.

This role will require multiple days in the office per week.

WE WANT YOU (and your mad skills)!

The Executive Assistant (EA) will be highly organized and proactive and will provide top-level administrative support to our executive team. As a trusted partner, they will play a key role in ensuring the efficiency of day-to-day operations while enabling our leaders to focus on strategic priorities.

The EA will be responsible for managing complex projects, coordinating meetings, managing calendars, coordinating executive travel, assisting with opportunities initiatives, and other tasks to help this department succeed. The EA will be able to manage multiple tasks and professionalism is key, as you will handle sensitive information and support special projects to ensure deadlines are met.

In this role the Executive Assistant:

• Provides administrative support including, but not limited to; prioritizing all incoming/outgoing correspondence, packages, and mail and returning phone calls on behalf of the Executive team, composes and processing correspondence from handwritten drafts, updating/creating charts, spreadsheets, graphic presentations, etc.
• Responsible for scheduling and maintaining calendar bookings including the organizing, prioritizing, and facilitating of meeting bookings on behalf of the President and CCO, EVP and SVP, Development & Current Series.
• Manage day-to-day schedules in such a way that the executives can complete their obligations in an organized and efficient way.
• Create meeting agendas, document meeting minutes, and track applicable action items.
• Manage complex travel arrangements. Coordinate flights, accommodations, and ground transportation for the executive team, ensuring all travel plans are efficient and cost-effective.
• Track meeting follow-ups. Monitor action items and required follow-ups from regular meetings. Ensure responses and follow-ups are obtained before the next scheduled meeting to maximize productivity.
• Prepares and organizes meetings including arranging for meals and beverages for department, guests, and Production Client visits paying close attention to any other special requests/needs. Meets and greets visitors and clients and sees to their needs.
• Liaises with representatives of professional organizations on behalf of the Executive team
• Responds on behalf of Mainframe to development inquiries, tracks, and file submissions/deadlines as requested.
• Organizes and assists with corporate events/projects as requested. Including providing support in preparation for markets such as coordinating meeting requests, booking meetings and meals, researching venues, and making all necessary arrangements for a successful event.
• Liaise with finance team to submit executive expense reports and invoices.
• Conducts studio tours as requested.
• Reviews trades for industry information and updates.
• Supports and integrates the values of Mainframe: that being a commitment to innovation, creativity, professionalism, and inspiration.
• Interacts respectfully and professionally with colleagues, other staff members, partners, and clients.
• Other duties as required.

Experience:

• 2+ years experience as an Assistant to a CEO, CFO, or Senior-level management, or equivalent experience, preferably within an artistic or production company. Experience in sales, marketing, or business development environments is also considered desirable.
• Intermediate to advanced knowledge of GSuite, Microsoft Office Suite including Word, Excel, Outlook and PowerPoint as well as an aptitude for learning new software and office technologies. Experience with Photoshop is also an asset.

Knowledge/Skills/Abilities:

• Extremely well organized and efficient.
• Accurate, dependable, and able to anticipate needs.
• Ability to work in a fast-paced environment and maintain a calm demeanor.
• Adaptable to change, he/she can alter the course of action quickly per Executives' needs and maintain a positive attitude while doing so.
• Exceptional organizational, communication, and interpersonal skills. In particular, strong, professional, accurate written communication skills, with the ability to proofread/edit Executives' correspondence.
• Acts with a strong sense of professionalism and judgment on all matters. Highly trustworthy and tactful with confidential and sensitive information.
• Interested in and passionate about the entertainment industry.
• Practices attentive and active listening.
• Must be confident and proactive, highly motivated with a solid work ethic and a positive attitude.
• Ability to prioritize tasks at hand and to take initiative.

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Mainframe Studios is an Equal Opportunity Employer, which means we will not discriminate against any individual based on race, colour, sex, national origin, age, religion, marital status, sexual orientation, gender identity, gender expression, military or veteran status, disability, or any factors prohibited by applicable law. This policy applies to every aspect of employment at Mainframe Studios, including recruitment, hiring, training, advancement, and termination. We celebrate diversity and are committed to creating an inclusive environment for all employees and partners. Should you require accommodation throughout the recruitment process, please let us know your requirements when contacted.