Administrative Coordinator - Rodeo Production

at  Rodeo FX

Company Description
Repeatedly voted one of Montreal’s Top Employers and Employer of the Year for the 2022 Mercuriades Awards, Rodeo FX is a high-end creative company offering services in visual effects, advertising, animation, and experiential.
Nominated for 3 Emmy® Awards for its work on the series Stranger Things season 4, The Witcher season 2 and Foundation season 1, the independent, Oscar®-winning company boasts close to 800 artists.
Part of the Rodeo FX’s family, Rodeo Production is a photo, video and content studio that offers both turnkey and à la carte services, produced by a roster of established and emerging artists renowned for the freshness and originality of their work. We also combine this visual expertise with creative and strategic consulting services for clients looking to produce meaningful streams of premium commercial and editorial content.
For 10 years, Rodeo has been investing in the talent of tomorrow. Which means that today, our roster of artists includes a full spectrum of solidly established heavy hitters, fresh, emerging players, and every shade of talent in between.We’re proud to foster the talent of some of Canada’s best imagemakers, and to produce commercial and editorial work for some of the most prestigious clients in fashion, beauty, music, sport, food and the advertising industry—both in North America and abroad.
Job Description
Under the supervision of the Head of Department of Rodeo Production, the administrative coordinator supports the management team, executive producers, and business development efforts by coordinating a range of administrative tasks and tools. This role will be in charge of updating the visual tools of the production department including website and newsletters, maintaining CRM entries and dashboards, and collaborating with the marketing department on Rodeo Prod initiatives. This position also includes the coordination of the financial closing aspects of the production, gathering and transferring financial data to the finance department during the projects. The admin coordinator supports talent representation tasks such renewal usage negotiations with clients, development strategies application and communications with Rodeo Roster.

QUALIFICATIONS

• 1-3 years in a similar position, with significant experience in advertising agencies and production houses.
• Degree in Administration, Communication, or any other related field.
• Excellent organizational skills, attention to detail, and the ability to handle multiple priorities.
• Creative and solution driven.
• Strong communication skills within a creative environment,
• Fluent in both French and English.
• Advanced proficiency in Google Suite and Microsoft Office Suite.
• Familiarity with tools like Monday, Netsuite, CRM environments, and Shotgrid, a nice to have.
  The person in this role will work closely with our teams in Toronto, Vancouver, and Los Angeles. They will also be involved in communications with our clients worldwide to highlight the technical and creative capabilities of RodeoFX.

Additional Information

• Full-time, Permanent Contract ;
• 5 paid sick/personal days ;
• 2 additional statutory holidays in the winter holidays ;
• Group Insurance, access to Dialogue online support and to an Employee Assistance Program (EAP) ;
• RRSP with employer contribution ;
• Discounts on public transports, several spas, sports classes, art centers, cafes, furniture and several other local businesses.

Diversity is a core value at Rodeo FX. We are passionate about building and sustaining an inclusive and equitable work environment where diversity is celebrated and valued. We believe every member on our team enriches our work by exposing us to a broad range of ways to perceive and interact with the world, identify challenges, and to design and deliver projects

• Maintain and update the website, create and send newsletters, build presentations, and assemble director reels (Slate).
• Act as an artist representative by conducting outbound outreach, managing contract updates, handling rights renewal estimates, and booking artists.
• Coordination of expense entries for production, collection and transfer of financial data to the finance department during project closures, preparation of Scope of Work documents, and other related presentations.
• Coordinate internal projects and plan special events such as “Lunch and Learn” sessions with agencies, artist meetings, etc.
• Work with finance and production teams to gather invoicing information and facilitate production project closures.
• Maintain dashboards and key performance indicators (KPIs).
• Ensure Netsuite (CRM) is kept up-to-date in collaboration with other departments;
• Support the Rodeo ADS sales team across markets to help achieve revenue goals and sustain healthy client relationships.