Executive Assistant

Position Overview:

OYA Media Group is seeking an experienced, highly organized, and proactive Executive Assistant to support the company’s Owners/Producers in a fast-paced media production office.

This role is best suited for someone with strong executive support experience who understands how to manage calendars, communications, deadlines, follow-ups, and competing priorities with professionalism and discretion. The right candidate is mature, detail-oriented, organized, and able to think several steps ahead.

This is an administrative and executive support role, not an entry-level creative production role. Film, television, or media experience is an asset, but not required.

Candidate must have:

• 5 years of Canadian work experience.
• 3–5+ years supporting a genuinely busy executive, founder, producer, artist, or senior leader.
• Excellent written and oral communication.
• Excellent listening and comprehension.
• Organized and proactive.

Key Responsibilities:

Executive Support & Scheduling:

• Manage calendars, meetings, and deadlines across multiple projects and teams.
• Support meeting preparation, scheduling, follow-ups, and day-to-day executive workflow.
• Help protect the Owners’ time by keeping calendars organized, accurate, and realistic.

Communications & Coordination:

• Serve as the primary administrative point of contact for incoming communications and requests from freelancers, crew, talent, and team members.
• Take detailed meeting notes and ensure follow-through on team meeting action items.
• Communicate clearly and professionally with internal and external contacts.

Project Tracking & Administration:

• Maintain development and production timelines, action lists, task tracking, and follow-ups using Asana and shared tools.
• Track funding deadlines, submissions, and stakeholder communications for projects in development with development and production teams.
• Maintain organized records, contact databases, and internal documentation, CVs, bios, and IMDb.

Digital & Office Support:

• Update project information across the company’s website, YouTube, and social media platforms.
• Provide in-person office support, including filing, organizing, mail handling, and basic tech coordination.
• Assist with mailing lists, announcements, and light promotional coordination.
• Handle confidential materials with discretion and professionalism.

Qualifications:

• Previous Executive Assistant, senior administrative, or direct executive/founder support experience is required.
• Strong calendar management, organization, communication, and follow-through.
• Ability to manage multiple priorities in a fast-paced environment.
• Comfort using Google Workspace, Google Calendar, Asana, Microsoft Office, shared drives, and digital administrative tools.
• Ability to work in person at our Toronto office, Monday to Friday.
• Legal authorization to work in Canada without employer sponsorship.
• Post-secondary education in business administration, communications, office administration, or arts administration.

Compensation:

Compensation will be based on experience and qualifications.

To Apply:

Please submit your resume and a brief cover letter outlining your relevant Executive Assistant or senior administrative experience to [email protected].

In your cover letter, please confirm that you are currently located in the Greater Toronto Area and available to work in person at our Toronto office Monday to Friday.

We thank all applicants for their interest, only those selected for an interview will be contacted.

Pay: From $25.00 per hour

Expected hours: 37.5 per week

Ability to commute/relocate:

• Toronto, ON M4M 3L1: reliably commute or plan to relocate before starting work (required)

Experience:

• Executive Assistant : 3 years (required)

Location:

• Toronto, ON M4M 3L1 (required)

Work Location: In person