Job Posting: Executive Assistant

ARTSIDEOUT 2018 APPLICATION

Position: Executive Assistant

Job Description

The Executive Assistant will work closely with the General Manager, as well as the various departments within ARTSIDEOUT. They will be responsible for majority of written records, and its distribution. Other tasks will involve scheduling and managing Executive Meetings, Department Meetings, and assisting the General Manager in overseeing team member performances. The Executive Assistant will also work very closely with the Artistic Assistant in planning and executing monthly team socials and After Dark (post-ARTSIDEOUT celebration party).

 

Responsibilities

  • Coordinate Executive Meetings and Department Meetings; this entails booking rooms for meetings, keeping record of meeting minutes and reporting content to General Manager for all meetings;
  • Ensure meeting agendas are created and distributed prior to general meetings;
  • Check the attendance of team members from team meetings;
  • Distribute Executive Meeting minutes to the Executive Team;
  • Prepare a critical timeline in the first months of the work contract, outlining tasks, events, and deadlines pertaining to the Executive Assistant role;
  • Assists the General Manager in maintaining ARTSIDEOUT files, emails, and calendar;
    • Oversee the ARTSIDEOUT Google Drive, ensuring all files and folders are organized;
    • Archive ARTSIDEOUT files using the ARTSIDEOUT external hard drive and/or the ARTSIDEOUT Dropbox;
    • Perform regular checks of the ARTSIDEOUT gmail accounts, organizing incoming emails into the different departmental email accounts;
    • Oversee the ARTSIDEOUT google calendar, ensuring all deadlines and events are regularly updated;
    • Above tasks entail strong communication between different departments
  • Send out monthly update emails to the team with overarching timelines and deadlines;
  • Work closely with the Artistic Coordinator in planning and organizing Executive Team socials; assist the General Manager and Outreach Director in the organizing and logistics of team events and workshops;
  • Plan and oversee logistics of After Dark, working closely with the Artistic Coordinator with assistance from the General Manager, Artistic Director, and the Marketing team;
  • Working to maintain a flow of resources needed for After Dark; tasks will include booking venues, planning the operations of the event, calculating associated fees;
  • Ensure all elements associated with After Dark fit with the theme of ARTSIDEOUT 2018
  • Deliver a detailed final report outlining quantitative and qualitative data pertaining to your role in ARTSIDEOUT

 

Qualifications

  • Strong communication, organizational, and note-taking skills are required
  • Time-management abilities and an independent work ethic are important in the success of this role
  • Experience or some knowledge in Marketing and/or Finance is an asset, but not required
  • Experience in event planning and/or organization is an asset, but not required
  • Must be able to work independently, as well as work with others in a team-based setting
  • Demonstrated strong interest/eagerness to work with people from various walks of life, and learn about Scarborough’s rich and diverse arts and culture scene

 

Working Conditions

  • Work contract: February 2018 to end of October 2018
  • February to August will consist of monthly team meetings and socials; September will consist of weekly meetings up to the day of ARTSIDEOUT; Additional meetings with other departments and General Manager
  • Expected to attend executive workshops including, but not limited to: Financial Literacy, Intro to Google Accounts, Anti-Oppression Workshops
  • Expected to attend at least 3 Outreach events throughout the year
  • Work-from-home with hours between 4-5 hours/week
  • Availability during summer months is highly important
  • Flexible availability during September to the day of the festival is mandatory

 

If interested in this position, please email hello@artsideout.ca with the subject title “ASO2018 App - Executive Assistant - YOURLASTNAME” and the following documents attached:

ARTSIDEOUT is committed to achieving representation of equity seeking groups on its executive team by ensuring that members of said communities have unbiased access to employment. If you require an alternate way to complete this application, please notify Mauriene Tolentino, General Manager at hello@artsideout.ca.

color
http://artsideout.ca/wp-content/themes/carbon/
http://artsideout.ca/
#ffffff
style5
paged
Loading posts...
/home3/artside1/public_html/
#
off
none
loading
#
Sort Gallery
on
off
off
off