Executive Production Assistant

Reports To: Executive Producer

Growth Path: Executive Production, Business Development, Producer, Studio Operations

Role Overview The Executive Production Assistant provides direct support to the Executive Producer across business development, bidding, creative development, and day-to-day operations. This role is designed to maximize the Executive Producer’s effectiveness by anticipating needs, managing priorities, conducting research, coordinating logistics, and ensuring projects and opportunities move forward efficiently.

Working closely with the Executive Producer, Head of Production, producers, and studio team, the Executive Production Assistant serves as a trusted partner throughout the lifecycle of new business opportunities and active productions. The role combines executive assistance, production support, industry research, and creative coordination, providing exposure to all facets of a commercial production company.

This position is ideal for someone who is highly organized, proactive, resourceful, and excited to build a career within the advertising and production industry.

Key ResponsibilitiesExecutive Support

- Manage the Executive Producer’s calendar, meetings, and scheduling priorities
- Coordinate client meetings, lunches, dinners, travel, and other logistics
- Attend meetings when appropriate, capture notes, summarize action items, and track follow-ups
- Manage reminders and ensure deadlines, commitments, and outstanding tasks are not overlooked
- Organize digital files, presentations, and project documentation
- Assist with expense reporting and general administrative support

Business Development & Industry Research

- Research agencies, brands, creative teams, production companies,



photographers, directors, and industry trends
- Track agency account movements, creative leadership changes, and business development opportunities
- Maintain internal databases of contacts, creative partners, crew, and prospective clients
- Prepare briefing documents and background research for meetings, presentations, and pitches
- Support outreach initiatives and help maintain relationships with clients and industry partners

Bidding & Production Support

- Assist with crew availability checks, holds, and releases during the bidding process
- Coordinate travel arrangements and logistics as required
- Organize bid documents, estimates, schedules, and supporting materials
- Track outstanding deliverables and follow up with internal team members, freelancers, and vendors
- Maintain organized production files and documentation throughout active projects

Creative & Presentation Support

- Assist in the preparation of treatments, presentation decks, and creative materials
- Source visual references and creative inspiration for pitches and presentations
- Format presentations and ensure materials are polished, accurate, and on brand
- Maintain organized libraries of imagery, presentations, and creative assets
- Support light design updates using Figma, Canva, Adobe InDesign, Photoshop, or similar presentation software (an asset)

QualificationsRequired





- 2–5 years of experience in advertising, commercial production, creative agencies, or a related industry
- Exceptional organizational skills and attention to detail
- Strong written and verbal communication skills
- Excellent research abilities with strong critical thinking skills
- Ability to manage multiple priorities in a fast-paced setting
- High level of discretion and professionalism
- Proficiency with Google Workspace, Microsoft Office, and presentation software

Bonus Qualifications

- Proficiency with Figma, Canva, Adobe InDesign, Google Slides, Keynote etc.
- Design Experience
- Familiarity with agency and production workflows
- Interest in business development, commercial production, and creative strategy

Personal Attributes

- Highly proactive and self-motivated
- Naturally organized and detail-oriented
- Curious about the advertising, film, and commercial production industry
- Strong problem solver with excellent follow-through
- Resourceful and able to anticipate needs before being asked
- Calm under pressure and adaptable to changing priorities
- Collaborative, positive, and eager to learn

Growth Opportunity

This role offers exposure to executive leadership, business development, bidding strategy, creative development, and commercial production. The successful candidate will work alongside senior leadership and gain firsthand experience in how projects are won, developed, and produced.

As the company continues to grow, there will be opportunities to expand into executive production, producing, business development, artist management, or studio operations, depending on individual strengths and interests.

📌 Assistant to Executive Producer (Toronto)
🏢 Westside Studio
📍 Toronto