Executive Assistant

Position Overview

OYA Media Group is in search of a seasoned, highly organized, and proactive Executive Assistant to provide comprehensive support to the company’s Owners and Producers within a dynamic media production environment. This role requires someone with significant experience in executive support who can proficiently manage calendars, communications, deadlines, follow-ups, and competing priorities with discretion and professionalism. This is an administrative role focused on executive support, not creative production, though experience in film, television, or media is a plus but not mandatory.

Key Responsibilities

• Oversee calendar management, schedule meetings, and monitor deadlines for multiple projects and teams.
• Support preparation for meetings, coordinate schedules, manage follow-ups, and facilitate smooth daily executive workflows.
• Protect the Owners’ availability by maintaining organized, precise, and realistic calendars.
• Serve as the main administrative contact point for communication and requests from freelancers, crew, talent, and team members.
• Take detailed notes during meetings and ensure all meeting action items are tracked and completed.
• Communicate clearly and professionally with both internal team members and external contacts.
• Maintain project development and production timelines, action lists, and task tracking using Asana and other shared tools.
• Monitor funding deadlines, submissions, and keep stakeholders informed for projects in development.
• Keep organized records, including contact databases, internal documents, CVs, bios, and IMDb profiles.
• Update project details on the company's website, YouTube channel, and social media platforms.
• Provide in-person office support tasks such as filing, organizing, mail handling, and basic technology coordination.
• Support mailing lists, announcements, and modest promotional efforts.
• Handle confidential materials with utmost professionalism and discretion.

Qualifications

• A minimum of 5 years Canadian work experience.
• 3 to 5+ years experience supporting busy executives, founders, producers, artists, or senior leaders.
• Excellent written and verbal communication skills.
• Strong listening and comprehension abilities.
• Highly organized and proactive work approach.
• Previous experience in Executive Assistant or senior administrative roles is essential.
• Comfortable managing complex calendars and workflows.
• Capable of juggling multiple priorities effectively in a fast-paced setting.
• Familiarity with Google Workspace, Google Calendar, Asana, Microsoft Office, shared drives, and digital administrative tools.
• Legal right to work in Canada without employer sponsorship.
• Post-secondary education in business administration, communications, office administration, or arts administration.
• Must be available to work onsite Monday through Friday in the Toronto office.

Compensation

Salary will be determined based on the candidate's experience and qualifications.