About Us 

The Canadian Media Producers Association is Canada’s trade association for independent producers. We represent hundreds of companies engaged in the development, production and distribution of English-language content for TV, feature film and digital media channels. The CMPA works on behalf of our producer members to ensure a bright future for domestic media production and Canadian content.

The CMPA is currently seeking an Executive Assistant to the President and CEO and Office Administrator to play a key role in providing confidential executive support to the President and CEO, as well as administrative support to the CMPA’s board of directors, and Toronto office. 

This role will oversee the coordination of the President and CEO’s day-to-day activities, external stakeholder relations and lend support to the Senior Leadership Team as directed. The Executive Assistant to the President and CEO and Office Administrator will help ensure communication, information and work plans align with the CMPA’s strategic plan.

The Executive Assistant to the President and CEO and Office Administrator will liaise and support the administration and relationships necessary for the governance of the CMPA, its board of directors and committees in collaboration with the Executive Office and Board Secretary.

To be successful in this position, the incumbent must demonstrate high professionalism, exceptional organizational capabilities, and a results-oriented focus. Outstanding communication, project management skills, and the ability to prioritize and manage workflow in a fast-paced, dynamic environment are essential.

ROLE AND RESPONSIBILITIES

Executive Office

• Relieve the President and CEO of administrative functions where applicable to increase their time available for executive level responsibilities.
• Support the administration and relationships necessary for the governance of the CMPA, its board of directors and committees in collaboration with President and CEO, Chief Operating Officer (COO) and Board Secretary.
• Strategically manage and exercise discretion with respect to the complex and heavy calendar of the President and CEO, including calendar interactions with various time zones (for example, schedule internal and external meetings and teleconferences, liaise with staff and other stakeholders to prioritize items requiring their attention).
• Oversee complex travel logistics and itineraries (for example, book flights, hotels, reschedule and rebook changing travel plans).
• Maintain the President and CEO’s files and documents, and ensure the security of highly sensitive and confidential matters.
• Prepare the President and CEO’s presentations and other correspondence as required.
• Develop, manage and maintain systems and procedures to ensure effective workflow management of the Executive Office.
• Preparation and reconciliation of the President and CEO’s expense reports and credit card statements.
• Monitor the President and CEO’s non-confidential email account, and ensure items requiring their attention are actioned on a timely basis.
• Act as a liaison between the Executive Office and the rest of the organization, as well as external stakeholders as required or directed.
• Responsible for Senior Leadership Team meeting minutes and other meetings as directed with emphasis on action items requiring follow-up.
• Organize and gather various information from the Senior Leadership Team, departments, and meetings, and report that information, along with recommendations, to the President and CEO, COO and Executive as required.
• Work with the Vice-President, Finance & Facilities to prepare and monitor the annual budget of the Executive Office.
• Assist the Board Secretary with the planning and organizing of the CMPA board of directors’ meetings throughout the year.
• Organize and provide administrative support for CMPA committee and working group meetings led by the President and CEO, including the Executive Committee and the Business Trends Working Group.
• As directed, assist in the creation and coordination of quality materials and presentations for board meetings and other meetings, in collaboration with the COO and Senior Leadership Team.
• Assist the Board Secretary with corporate record-keeping and reporting and the coordination of the preparation and execution of governance and legal documents in collaboration with legal counsel.
• Liaise with other CMPA employees on board matters.
• Keep up with industry trends and best practices by reading literature and communicating with peer networks.

Toronto Office

• Act as first point of contact for Toronto office facilities issues.
• Support, plan and execute Toronto office initiatives related to technology, equipment (laptops, cell phones), facilities, and other Toronto operational needs in coordination with the Office Manager (Ottawa).
• Provide support to the Office Manager (Ottawa) for onboarding new Toronto staff relating to provisioning laptops, workstations, supplies, and pass cards.
• Manage and maintain other Toronto office equipment, such as photocopiers, and liaise with vendors, including cleaners and delivery personnel.
• Maintain the Toronto office and kitchen supply inventories.
• Ensure the Toronto office is clean and professional, with organized common areas such as reception, boardrooms, kitchen, and the copy room.
• Coordinate repairs and maintenance for the Toronto office and lead office-related projects, such as moves, furniture setup, and procurement of non-technology equipment.
• Liaise with the Toronto building manager, parking and security services, submitting and tracking work orders.
• Ensure the security of the Toronto office during non-business hours and early shutdowns.
• Assist with Toronto office storage needs, both on and off-site, and support records management in coordination with Toronto departments.
• Create and regularly update facilities binder for the Toronto office.
• Open and distribute mail, coordinate couriers, and ensure efficient document flow between CMPA offices, including tracking and timely handling of documents requiring signatures.
• Respond to incoming calls, general email inquiries, and walk-in visitors.
• Manage office-related invoices, receipts, expenses, petty cash, and payment coordination.
• Assist with updating and maintaining organizational contact databases in Outlook and CRM.
• Collaborate with the Office Manager (Ottawa) to monitor outsourced service costs and recommend cost-saving solutions.

Additional Responsibilities

• Assist with CMPA projects, events and functions as required.
• Liaise with other staff and offices, and assist with CMPA-wide initiatives.
• Other duties as assigned.

REQUIRED COMPETENCIES AND EXPERIENCE

• Executive management support, business administration and office management experience. 
• Excellent business acumen, written and oral communication skills.
• Editing, research and analytical skills.
• Proactive and not requiring a high degree of management.
• Attention to detail, excellent organizational and problem-solving skills.
• Ability to coordinate multiple projects concurrently, effectively prioritize, adapt quickly to changing priorities.
• Team player with the ability to liaise with staff on all levels particularly with Board members, executives and senior level staff.
• Excellent logistical management and project management skills.
• Proficiency with the English language at a high professional level (verbal, written and comprehension) is considered a minimum qualification.
• A working ability with the French language (verbal, written and comprehension) is considered a significant asset.
• Outstanding Microsoft 365 and office equipment and technology skills (Word, Excel, PPT, Teams, SharePoint/One Drive, CRM, Outlook).

Notes:

REPORTS TO: President and CEO

LOCATION: Full-time position based in Toronto, ON. Currently hybrid work schedule

The CMPA is committed to advancing equity, diversity, inclusion and accessibility in 

our organization, and in our work. We strive to create a workplace that honours a diversity of lived experiences, perspectives, abilities, and identities, and to foster and maintain a working and learning environment that is inclusive and equitable. We welcome all applicants. Accommodations are available on request for applicants taking part in all aspects of the selection process.

Interested applicants should apply through our CMPA careers website at: cmpa.bamboohr.com/jobs/ on or before May 13, 2025, at 5 p.m. ET.