Fremantle Looking for Administrative Assistant, Fremantle Canada at Toronto, Ontario, Canada Full Time

About Us

Join the place creatives call home!

Fremantle is one of the world’s largest and most successful creators, producers, and distributors of Entertainment, Drama & Film, and Documentaries.

Our Purpose

From critically acclaimed dramas like The Responder, starring Martin Freeman, award winning films including Priscilla and Poor Things, to incredible entertainment and documentaries like Password, Too Hot to Handle, House of Kardashian, the Got Talent and Idols franchises, Waco: American Apocalypse, Deadliest Catch, and recently launched the floor, we make shows with global appeal. Fremantle creates and delivers irresistible entertainment.

Amplifying local stories on a global scale, Fremantle produces and delivers premium, multi-genre IP across the 27 territories it operates in, and also represents world-leading digital business, with more than 495 million fans and 300 billion views for its standout content across all platforms . Fremantle is a proudly independent group of content creators, and home to some of the biggest entertainment formats, compelling international dramas, award-winning films, and high-quality documentaries.

The Role

This critical support role will provide administrative support to EVP, International of Fremantle Canada and overall team support in the Canadian office.

Key Responsibilities

EVP Support

• Schedule meetings and conference calls across multiple time zones
• Prepare expense reports for EVP on a monthly basis
• Coordinate convention meeting schedules and virtual screenings with diverse entities
• Act as point person and coordinate special events including but not limited to special screenings, Content Canada, MIPCOM, Banff, May screenings.
• Serves as a contact for Executive-to-executive leadership team and their departments, and external agencies and vendors Manages and controls daily schedules using judgement and discretion in the prioritization of access to and allocation of executive’s time
• Manages communications and workflow into and out of the executive’s office
• Manages and maintains multiple calendars – plan, prioritize and communicate complex scheduling and logistics
• Schedules all travel arrangements including hotel accommodations, airline reservations, ground transportation, and off-site meeting venues including conference registrations, as well as monitoring travel progress (including outside of core hours)
• Prepares expense reports; reviews and analyzes for compliance expense submissions from EVP before submitting for appropriate approvals.
• Maintain EVP Contacts and client lists
• Update Screening tracker document on behalf of EVP pitches
• Other duties as assigned

Team Support

• Assist in updating and managing internal databases as well as liaise with internal departments (Marketing, Rights, Legal and Finance) to request documents and materials
• Manage team agenda/meetings
• Assist Sales Coordinator in servicing materials to clients
• Monitor markets while maintaining and updating comprehensive client details in database
• Track social media around FM title launches and competitive launches
• Manage Fremantle Canada’s Instagram account
• Assist in creating presentation decks and market books
• Coordinates in-house meetings and work sessions managing the coordination of IT, administration functions, food and beverage needs among other details specific to the meeting or event to ensure all required logistics are in place
• Manage all office supplies and order supplies as required
• Package items and arrange couriers
• Communicate with landlord and all contractors as needed (cleaners, photocopier supplier, internet provider, etc)
• Track flying producer activities for Canadian productions and liaise with London office for applicable invoicing
• Be backup support to Sales Coordinator when Coordinator is OOO
• Provide support for visiting executives

Essential Skills and Experience

• Full time role with requirement to work in-office 3 days (plus 2 days at home) per week; in-office days at discretion of EVP and job requirements.
• Must be flexible in work schedule and be available to support the executive outside of standard office hours including evenings and weekends
• Advanced skill set of Microsoft Office, especially Outlook and PowerPoint
• Proven ability to interact with senior executives, industry representatives and vendor with tact, diplomacy and discretion
• Effective in and comfortable with working in high demand, environments with the ability to maintain accuracy of output, attention to detail and ability to meet deadlines
• Must be highly capable of handling multiple projects
• Must have excellent organization and communication skills with the ability to handle sensitive and confidential information
• In your cover letter please let us know what tv show you recently watched and enjoyed.
• Collaborative with the ability to develop effective organizational wide relationships and to work in a cross-functional environment
• Must be an ambitious, self-starter with excellent interpersonal skills
• Ability to anticipate and problem solve

Fremantle offers a competitive benefits package including medical, dental & vision insurance, life & disability insurance, flexible spending & health savings accounts, tuition reimbursement, wellness program, paid time off (PTO) which includes holiday closures, holidays, vacation, personal, volunteer days, sick days & paid leave, learning & development opportunities, an Employee Assistance Program (“EAP”) & many other great work perks, discounts & benefits such as free massages, drinks and snacks in the office.

Fremantle is part of RTL Group, a global leader across broadcast, streaming, content and digital, itself a division of the international media, services, and education company Bertelsmann.

For more information, please visit Fremantle.com, follow Fremantle on Twitter @FremantleHQ and Instagram. @fremantle or visit Fremantle’s LinkedIn page.

Fremantle values the array of talents and perspectives that a diverse workforce brings. All qualified applicants will receive consideration for employment without regard to race, national origin, religion, age, color, sex, sexual orientation, gender identity, disability, or protected veteran status.