Administrative Assistant (Montreal)
Creating, producing, and distributing distinctive factual and scripted programming, the Cineflix Media group includes Cineflix Productions, Cineflix Rights, Cineflix Studios, Buccaneer Media, Connect3 Media, and a hub of producers from the US, UK, and Canada with whom we share strategic partnerships through joint ventures, first-look deals, and co-productions. With a catalogue of more than 5,000 hours of select programming across a wide range of genres, Cineflix is behind some of TV’s most popular and long-running shows.
The Role
Cineflix Media is currently looking for an Administrative Assistant. The Administrative Assistant will provide support to the Human Resources, Finance and Business and Legal Affairs departments maintaining the online and physical filing and archive systems and updating our internal database system (HRIS), along with other administrative tasks and projects. This position will also act as daily backup support to cover front desk Reception when the office is open.
This is a full-time position based out of our Montreal office. Provided that gouvernment rules allow, this position will be required in-office.
Duties and Responsibilities
Human Resources
- Update and maintain the HRIS database system with all production personnel contracts and related paperwork
- Scan and save contracts and related paperwork into the shared server
- Maintain training certificate reporting, follow up on missing certificates for active employees
- Confirm departures for in-office production staff and produce weekly reports
- Coordinate background checks
- Project-based which work can include, but is not limited to, preparing mail-out materials, record tracking and filing
- Provide additional administrative support as assigned
Finance and General Office Support
- Filing of accounting documents i.e. supplier invoices, bank reconciliations
- Maintain filing system for vendors, bank statements and reconciliations, and credit cards
- Assist with the scanning of backup documents to support intercompany recharges
- Archive accounting documents for storage in the basement
- Daily trips to the bank for cheque deposits
- Assist finance team with the retrieval of supplier invoices and payments when asked for by auditors
- Assist post-production finance with photocopies, filing of bank reconciliation
- Reception replacement when regular reception is on break or on vacation
- Load dishwasher on the days that the cleaners are not in
- Provide additional administrative support as assigned
Business and Legal Affairs
- Maintain and Perform general secretarial duties: manage correspondence, file, scan, make photocopies, send faxes, etc
- Maintain current departmental filing systems: on the server and in the Legal filing room (digitize documents, log and archive)
- Update existing database for Legal: License and Distribution Agrs., Music Composition Agrs., Music and Stock Footage License Agrs
- Archive all crew’s contracts, Amendments, and CAVCO numbers for the certification department
- Provide additional administrative support as assigned
Skills and Qualifications
- Must have high proficiency on Mac and Microsoft office programs
- Experience working with a database system
- Highly organized, and strong attention to detail
- Strong work ethic, and punctuality
- Strong time management skills, and able to problem solve under tight deadlines.
- Able to work quickly and accurately
- Ability to communicate clearly and concisely in English and French, orally and in writing
If you are interested in this opportunity, please send your resume and cover letter to the Manager, Human Resources, Mackenzie Graham, at careers@cineflix.com. No phone calls please.
We thank all applicants, but only those selected will be contacted.
Cineflix Media is an equal opportunity employer committed to providing a diverse environment. Cineflix welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.