Executive Assistant

Reckless Pictures, is an independent Canadian production company that produces projects both domestically and worldwide. With decades of combined experience and hundreds of projects produced, the company has filmed across Canada, Ireland, Italy, Malta, Norway, England, and beyond, offering everything from physical production and post to financing, deficit financing, and tax credit expertise. Partnering with top creators and global networks, Reckless delivers premium films and series across genres.

Job Summary

We are seeking a highly organized, adaptable, and proactive 2nd Executive Assistant to support our Executive Producers, and Creative Executives. This role would report to the 1st Executive Assistant. This position encompasses executive support in the following avenues: schedule management, film & TV production, development, and daily operations.

The ideal candidate is a resourceful and proactive problem-solver who is comfortable managing complex executive calendars, coordinating travel and logistics, supporting active film sets and production offices as needed, while maintaining smooth day-to-day office and warehouse operations.

Responsibilities

This assistant will report to the 1st Executive Assistant, as well as the Executive Producers and Creative Executive(s).

The following tasks provide a general overview of the types of activity you will be expected to engage in on a day-to-day basis, in no particular order. The tasks are not intended to be an exhaustive list of responsibilities as the nature of our business requires all employees to be flexible, self-motivated and to think creatively when presented with challenges:

For the Producers

• Assisting the Executive Producers with all scheduling via Google Calendar, managing their high-volume schedules and prioritizing meetings based on their direction.
• Organizing and booking travel for Executive Producers (i.e. flights, car rides, hotels, travel memos)
• Organizing market and festival attendance for the Executive Producers, and related on-site meetings.
• Adhering to the additional professional needs of the producers, including the submission of petty cash receipts and any miscellaneous tasks.
• Keeping Executive Producers’ IDMB and social media platforms up-to-date, as required.

Production

• When in production, coordinating with the production team to ensure the producers' needs are met (i.e. scheduling in pre-production, coordinating material approvals, and other production-related tasks as required.)
• Accompanying Executive Producers to set and/or on production-related scouts as required.
• Organizing production-related gifts for crew and network executives and delivering gifts on set as required.
• Reviewing wrap documentation and digital deliverables within Google Drive following production wrap. Migrate and archive production assets from active project drives to designated long-term storage in accordance with existing file management protocols.

Development

• Participate in development meetings with the producing team and help ensure that action items are executed efficiently.
• Oversee the preparation, assembly, and tracking of award submissions and festival entries across the studio’s film slate.

Office Management

• Office runs and miscellaneous tasks on an as-needed basis (i.e. Picking up office mail, purchasing office supplies, shipments, assigning office keys and managing inventory etc.)
• Implementing existing office standards and procedures such as office/warehouse inventory systems, invoice tracking, an organizational operations guide etc., making necessary adjustments as needed.
• When in production, overseeing the production teams regarding the administrative needs of multiple projects simultaneously in a production office and warehouse.
• Overseeing the purchase of branded merchandise and gifts as required.
• Routinely review and update website content, assets, and copy, and collaborate directly with our web developers to deploy technical changes.
• Additional tasks as required (i.e. up-keeping office phones and network, ordering office furniture and supplies, keeping the office tidy, updating the company social media accounts etc.)

Skills

The ideal candidate is/hasclear written communication, a detailed oriented mindset, multitasking & prioritization skills, proactive problem-solving skills, is reliable & flexible.

Film & TV experience in producer assisting is an asset, but not required. Open to other experiences in Film & TV, as well as those looking to transition into the industry.

Required

Valid Driver’s License and Car, Laptop, Calendar & Travel Management experience, Google Workspace, Microsoft Office.

Preferred

Office, clerical, or administrative experience; customer service and front desk skills; phone etiquette with multi-line phone systems; and familiarity with bookkeeping.