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    Executive Assistant - Toronto, ON, Canada - Vanguarde Artists Management

    Vanguarde Artists Management
    Vanguarde Artists Management Toronto, ON, Canada

    2 weeks ago

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    Description
    ABOUT THE COMPANY Vanguarde Artists Management Vanguarde Artists Management Ltd. is an artist management company representing filmmakers (screenwriters, directors, producers, etc) in their careers.

    With a team comprising three senior representatives, three junior representatives, and two coordinators they advise roughly 200 clients with every aspect of their careers.

    ABOUT THE ROLE Coordinator (focus on extraordinary executive assistance)

    We are searching for a detail-oriented, organized, and energetic Coordinator to provide exceptional administrative support to the Co-Heads of the company.

    We are a small team committed to building an elite artist management organization, and this position is a linchpin of our daily logistics and efficient operations.

    This individual excels in handling administrative tasks, emails, and calls with minimal guidance, upholding consistent standards in scheduling and client communication.

    They are adept at anticipating needs and natural next steps, interpreting social cues effectively, and responding to feedback, always striving to be one step ahead in every task they undertake.

    As Managers the Co-Heads are involved in many aspects of the company's clients' careers from determining the direction of their creative activity, intentional positioning in the market, opportunity generation, discriminating over projects, dealmaking and contracting, payments, and much more.

    It will be your job not only to keep up but to get head so that you can help them stay on-task so that they can focus on highest value activities and providing the best possible representation to our clients.

    You are transparent about progress and challenges, readily asking for help when needed.

    You take initiative by asking "What can I do to help?", You do all this while working collaboratively and managing multiple projects simultaneously.

    You work well under pressure, meet tight deadlines, manage multiple projects and expectations, and maintain a sharp focus while managing competing priorities.

    You are a clear written and spoken communicator who can interface directly with clients with poise during all encounters (in-person, phone, email, etc.).

    You are undaunted by SaaS tools of various kinds and are eager to have them help you.

    You will support Co-Heads by tracking (i) the opportunity pipelines, (ii) the submissions pipeline, (iii) the deals and contracts pipelines, (iv) the work execution and payments pipeline, and (v) the artist prospect pipeline through the systematic and deliberate tracking of companies, projects, and individuals.

    You'll use our systems to track deal-flow, making sure we don't miss the next great writer or director or project opportunity for clients.

    You have 2+ years' proven work experience demonstrating the above requirements.

    Support the deal-making and contract workflow by updating trackers, pulling contract terms, ensuring document execution and filing, and capturing key financial terms for the Payments tracker.

    Review and update Accounts Receivable information for client financial tracking, ensuring accuracy in statements and invoicing, and monitoring outstanding payments.

    Manage the creation, collection, and maintenance of client materials like bios, CVs, and links.
    Manage all administrative tasks with meticulous, systematic daily reviews to ensure no details are overlooked.
    Handle ad-hoc projects requiring administrative support as they arise.
    Stay attuned to industry news and projects, flagging any relevant information.
    Vanguarde Artists Management Ltd.

    is committed to a policy of Equal Employment Opportunity and will not discriminate against an applicant or employee on the basis of age, sex, sexual orientation, race, color, creed, religion, ethnicity, national origin, alienage or citizenship, disability, marital status, military status, pregnancy or any other legally-recognized protected basis under federal, provincial or local laws, regulations or ordinances.

    We currently require that all personnel and visitors to our office are fully vaccinated against the COVID-19 virus.

    Given that many of the essential functions of this role must be performed on-site, this role requires full COVID-19 vaccination (subject to any exemptions or accommodations due to medical or religious reasons).

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