Media Executive Assistant

JOB POS CODE: CAS-MEA-25-01-011
 Job Title: Media Executive Assistant
 Location: Remote (Primarily Montreal time zone with partial Iran time zone alignment preferred)
 Position Type: Full-Time ✳ / Freelance
 Start Date: As soon as possible

 
About the Role
Caspian Holding is looking for a result-driven and organized Media Executive Assistant to support our leadership team in the film and media division. This role involves coordinating meetings, managing grant applications, and handling day-to-day tasks that ensure the creative and operational workflow runs smoothly. Familiarity with film industry structures and a passion for visual storytelling are essential. If you're someone who thrives on results and knows how to bring order to creative chaos, this position is for you.

 
Performance Culture at Caspian
At Caspian, we don’t measure success by hours—but by outcomes. While this position is labeled Full-Time ✳, what matters most is your ability to deliver results, meet KPIs, and move projects forward with ownership and accountability.

✳ "Full-Time" at Caspian means full engagement with outcomes—not necessarily fixed working hours. Flexibility is mutual, but accountability is non-negotiable.

As part of our KPI-based and result-oriented culture, we expect you to:

Coordinate tasks and communications with clarity and follow-through


Proactively track and report on grant applications, submission deadlines, and project milestones


Work independently while aligning with team goals and creative priorities


 
Key Responsibilities
Manage the media team’s calendar and coordinate internal/external meetings


Research and apply for grants (e.g., Canada Council, SODEC, Telefilm) with a structured, deadline-based approach


Organize and track the progress of applications and projects using KPI checklists


Draft and edit proposals, letters, and project briefs with the help of AI tools (e.g., ChatGPT)


Maintain organized documentation of funding cycles, contracts, and media assets


Act as the liaison between executive leadership, collaborators, and institutional partners


Support pre-production coordination, event logistics, and team reporting


Collaborate closely with leadership to ensure timelines, deliverables, and outputs are aligned with goals


 
Ideal Candidate Profile
Education & Experience

Background in film studies, media, cultural management, or related fields


Prior experience in project coordination or executive assistance (preferably in media or nonprofits)


Familiarity with the Canadian media and grant landscape is a strong asset


Skills & Competencies

Highly organized and deadline-oriented


Strong verbal and written communication


Proficient in Microsoft Office (Word, Excel, PowerPoint) and Microsoft Teams


Comfortable using AI tools like ChatGPT for writing, drafting, and follow-ups


Basic knowledge of budgeting or media production workflows is a plus


Languages: French (Advanced) and English (Upper-intermediate)


Mindset

KPI-Driven: You take responsibility for timelines, deliverables, and process tracking


Results-Focused: You prioritize outcomes and understand the importance of follow-through


Ownership Mentality: You don’t wait to be told—you make things happen


Passion for creative industries and enabling storytelling from behind the scenes


 
Application Process
Please complete our Media Executive Assistant Application Form, which will be sent to your email. The form includes a short task to help us evaluate your skills and working style.

At Caspian Holding, we believe every great story needs someone behind the scenes making sure it can happen. If you're that person—organized, motivated, and results-focused—we’d love to meet you.