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About this Role:

Responsible for providing executive support to the Head of Documentaries along with the department and its current slate. The Assistant will be representative of the Documentaries team and must have the ability to manage multiple tasks, and work under tight deadlines with poise and quick thinking as a core team member. The Assistant will report to the Head of Documentaries but will also lend support to two additional Executives with travel, expense reports or additional duties as needed.

What You'll Do

• Support the Head of Documentaries and perform administrative tasks for the department.

• Answer phone calls, organize calendars, take notes, track email chains, arrange lunch meetings or screenings, and coordinate extensive travel.

• Manage key internal and external relations, maintain updated contact information, and respond to partners in a professional and timely manner.

• Act as the point of contact for the documentary department and support networking events such as premieres and conventions.

• Aid the inner IMAX network (i.e., the marketing, publicity, tech, and distribution teams) to project completion.

• Track and adjust internal workflow to connect departments and ensure project delivery is on schedule.

• Create presentations and decks for internal and external partners.

• Assist in budgeting for the documentary department, track departmental expenses, and submit invoices.

• Initiate new projects and ideas for the benefit of the department and stay up to date on industry news.

• Manage all departmental resources and files in an organized fashion in a way that can be easily accessed or distributed.

• Manages documents including:

• Preparing agendas for meetings

• Assist with presentation materials

What You'll Need

• A minimum of 3 years of experience providing executive support to a senior executive

• Post-secondary degree/diploma or equivalent in Film Production/Business Administration.

• Proficient in all MS office applications, Keynote, PowerPoint.

• Must be available to work overtime, across multiple time zones and outside of typical 9-5 as required.

• Detail oriented and organized.

• Demonstrated proactive problem-solving skills

• Willingness to work a flexible schedule to accommodate overtime as needed

• Ability to function in a demanding environment with competing and changing priorities

• Ability to handle multiple concurrent tasks and constant interruptions

• Ability to recognize a need and take ownership of its completion

Nice to Have

• Skilled in project management, organization, time management, and able to handle multiple competing priorities while responding promptly.

• Excellent written and oral communication and interpersonal skills with the ability to interact professionally with members of the organization as well as external clients.

• Interest or background in documentary and non-fiction media a plus.