APPLICATION
Interested candidates should submit their resume and a short cover email detailing source of interest in the position. Applications can be sent to jobs@vanguardeartists.com.
JOB DESCRIPTION
Vanguarde Artists is seeking a highly organized and proactive Coordinator acting in the capacity of an literary representative’s assistant to support executives. The ideal candidate will excel in both administrative and sales support functions. They will ensure seamless management of executives’ professional responsibilities and delivery of a seamless and enjoyable experience for clients, business partners, and buyers.
KEY RESPONSIBILITIES
Administrative Support:
- Call Management: manage and maintain calls and call logs, connect calls for team members.
- Email Management: Handle large volume of professional communication with ability to prioritize messages and translate into action; draft and send responses in a timely, consistent, and professional manner; set response reminders and never let anything drop.
- Calendar Management: Manage and organize executives’ calendars, scheduling meetings, appointments, and events according to prescribed conventions.
- Meeting Coordination: Arrange logistics for in-person and virtual meetings for clients. Follow protocol closely including confirming meeting details with all parties to ensure that things run smoothly. Prepare agendas, take detailed meeting notes, and ensure follow-ups are tracked and completed.
- Document Management: Maintain and organize documents, files, and records ensuring consistency of directories as well as file names and types. Maintain client materials and information to ensure they are accurate and up-to-date.
Sales and Client Relationship Management:
- Activity Tracking: Oversee and religiously use Vanguarde’s custom CRM and activity tracking system through which we perform all the major workflows of the business to ensure that all contacts, tasks, follow-ups, and important details about people, companies, projects, clients, deals, and payments are maintained as accurate and up-to-date.
- Client Communication: Draft and send emails on behalf of Vanguarde executives, acting as their voice in important communications. Ensure timely and professional correspondence with clients, productions, and companies. Prepare correspondence using templates.
- Client Journey Management: Support the implementation of the client onboard process. Support Vanguarde executives by tracking key touchpoints, managing timelines for meetings and bookings, and staying on top of all related tasks to ensure they are completed. Provide key point of contact client payments ensuring timely invoicing, payroll onboarding, receipt and accuracy of monies received as well as accuracy of Vanguarde statements that accompany distributions. Ensure that all client facing materials are correct, tailored, and prepared on schedule.
- Buyer Experience Management: Support process of educating companies and other buyers about clients through meetings, calls, and submissions supporting Vanguarde executives with any useful information, materials, follow up, etc. Ensure that all buyer facing materials (such as client CVs, writing, reels, client clists, face books) are correct, up to date, tailored to buyer needs, and delivered in a timely manner. Support process of all tracking and follow up.
QUALIFICATIONS
Fundamental Requirements
- Experience: Minimum of 2 years of experience as an Executive Assistant, Sales Support, or Account representative support preferably in a sales environment. Interest in Film & TV is an asset.
- Skills: Exceptional organizational and time management skills, strong communication and interpersonal skills, and the ability to manage multiple priorities.
- Attributes: High level of discretion and confidentiality, proactive problem-solving abilities, detail-oriented, and a team player.
- Education: An undergraduate degree in commerce or related field.
- Disposition: Tireless pursuit to make the executives feel exceptionally supported. Desire to seek out, take, and integrate critical feedback for improvement. Inclination to be helpful and exceed expectations in this way.
Additional Requirements:
- Ability to be vigilant to urgent correspondence on evenings and weekends.
WHAT WE OFFER
- A dynamic work environment with opportunities for professional growth.
- The chance to work closely with leading figures in the Canadian Entertainment industry.
Vanguarde Artists Management Ltd. is committed to a policy of Equal Employment Opportunity and will not discriminate against an applicant or employee on the basis of age, sex, sexual orientation, race, color, creed, religion, ethnicity, national origin, alienage or citizenship, disability, marital status, military status, pregnancy or any other legally-recognized protected basis under federal, provincial or local laws, regulations or ordinances.
About Vanguarde Artists
- We’ve grown from a small business into one of the most successful and respected film/television artist representation companies in the country due to our unwavering commitment to client careers, unparalleled market knowledge, and highest standards of professionalism and conduct.
- We are proud to provide exceptional guidance and consistently produce results for clients and an experience with clients and other stakeholders that inspires referrals and repeated business.
- We build relationships based on integrity, trust, and mutual respect. This is foundational to us personally and professionally.