Executive Assistant & Office Coordinator

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Role: Executive Assistant & Office Coordinator

Role Overview: Neshama Entertainment is a leading Toronto-based production company creating standout film and TV content with Canada’s top creative talent. In this role, you will coordinate day-to-day scheduling and office operations, while serving as a key point of contact between executives, internal teams, and external partners. The ideal candidate is highly organized, resourceful, and comfortable managing multiple priorities in a fast-paced environment, with strong proficiency in organizational software to stay on top of responsibilities.

Responsibilities

• Manage Arnie Zipursky’s (CEO) and Dayna Zipursky’s (EVP) calendars, including scheduling meetings and appointments.
• Coordinate domestic and international travel for executives, including flights, accommodations, ground transportation, and itineraries.
• Prepare materials and organize logistics for meetings, events, and markets.
• Handle ad hoc business tasks for Neshama executives.
• Coordinate personal travel, accommodations, dining, and related arrangements for executives, family, and guests as needed.
• Manage personal gifting, returns, payments, and other ad hoc personal tasks.
• Collect receipts and reconcile corporate credit cards.
• Oversee daily office operations, including filing, payment processing, kitchen restocking, and courier coordination.
• Arranging executive signatures on a variety of legal and corporate documents.
• Sort, scan, and manage incoming and outgoing mail.
• Maintain in-office and off-site storage systems, transporting boxes and documents between locations as needed.
• Serve as point of contact for production crews during prep and filming when the office is in use.
• Plan and execute Neshama Entertainment events, including parties, screenings, and networking initiatives.
• Curate and manage corporate gifting programs throughout the year.

Basic Qualifications & Requirements

• 1-3 years of administrative experience, preferably in the entertainment industry.
• Proficient in Excel, Word, Google Suite, Calendly, Monday.com, Expensify, AI software (Chat GPT, Claude AI, etc.)
• Ability to work and support multiple executives in a fast-paced environment.
• Highly organized with a strong attention to detail.
• Exceptional communication, organizational, analytical, and critical thinking skills.
• Ability to work effectively both independently and as part of a team
• Demonstrates creative problem-solving and takes a proactive approach to tackling challenges.