Executive Assistant

Mercury Filmworks (Ottawa ON, Canada) 19 days ago

Are you a strategic, autonomous, highly competent Executive Assistant?

Mercury Filmworks is currently seeking a highly organized Executive Assistant to assist the CEO and respective Senior Vice Presidents. This position is an excellent opportunity for a bright, highly organized and motivated individual with great attention to detail and the ability to multi-task. The position will assist the CEO with scheduling, travel, business hosting, contact management, and corresponding with partners and vendors on his behalf; assisting the Senior VP of Business & Legal with coordination of contracts, filing and various business and legal documents; assisting the Senior VP of Finance with financial documentation, tax credit paperwork and banking correspondence. The successful applicant will be part of a dynamic team and will contribute meaningfully to the professional image of Mercury Filmworks. The best version of the EA will be connected, impeccably professional, unfailingly reliable, obsessive about detail and seem near omnipotent. With the authority of the office, they will solve problems of all types before anyone knows there were about to be problems. The emphasis here is on the executive part because the successful applicant will play a key role within our executive team and be expected to perform at that level.

This is an onsite, full-time office position without a telecommuting provision. Work hours will generally correspond with normal office hours though the successful candidate will be expected to provide occasional support outside of these times. The management team's business is largely international and will sometimes require assistance during business hours in various other time zones including but not limited to western North America and western Europe.

The Executive Assistant must convey and inspire a professional and positive image and attitude regarding Mercury Filmworks, its subsidiaries, related parties, and business partners. 

Job Requirements:

  • Minimum 10 years of experience as an administrative assistant and/or 5 years as an executive assistant to a CEO or other senior executive
  •  Prior experience with the coordination of contracts, legal documents and completing basic precedents
  • Prioritize and manage incoming communication between the CEO and internal/external stakeholders while maintaining strong relationships and a high degree of professionalism
  • Following up on key deliverables and their associated timelines
  • Ensure CEO is prepared for internal and external meetings with the appropriate information and materials
  • High volume, strategic meeting management that supports the CEO’s participation in events (Travel bookings and expense claim submission)
  • Must be exceptionally responsive, reliable, highly organized, extremely detail oriented, and exhibit a strong work ethic
  • Must be exceptionally discreet and reliable in handling highly sensitive and confidential information
  • Must have excellent interpersonal and written communication skills and be comfortable talking to and working with executive level professionals both internally and externally
  • Must be naturally proactive with the ability to identify important tasks and prioritize them for completion without direction
  • Must be able to work effectively alone or collaboratively
  • College diploma or university degree is strongly preferred

What about benefits?

Employees have access to our comprehensive benefit plan that includes Health and Dental coverage, Life Insurance and Travel Insurance

Our Employee Assistance Program provides each employee and their family members access to free psychological assistance and counselling service in person, online or by phone 24/7

Plan for your future by taking advantage of our RRSP plan. The longer you’re with us, the more we’ll match the amount you contribute!

Small Print: Mercury Filmworks places as great an emphasis on recruiting for character and fit as it does on core skills and experience. Qualified candidates that meet ALL the characteristics above are encouraged to apply regardless of where they live. All candidates must be willing to test in advance of an interview.  Mercury Filmworks is an equal opportunity employer, and by equal, we really mean equal. We have no preferences or bias beyond the professional qualifications.

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