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Job Description / Duties

The Administrative Assistant is responsible for day-to-day administrative tasks, including: general office duties, reception and volunteer coordination.

This position reports directly to the Executive Business Manager while also providing confidential administrative support to various departments including but not limited to: Administration, Artistic, Production, Finance and Human Resources.

In addition to administrative support, this position is also responsible for Volunteer Coordination, event planning and coordination, including; hiring engaging or recruiting, onboarding and orientation, scheduling of volunteers, as well as coordinating the annual Volunteer Appreciation event. The following opportunity is for an 8-week placement supported by the Canada Summer Jobs program that supports employers in creating jobs for young Canadians across the country. To apply, applicants must be between 15 and 30 years of age, legally entitled to work in Canada. *For more information on whether or not you may be eligible to work under this program, please visit https://www.jobbank.gc.ca/youth.

As a not-for-profit charitable arts organization, we rely heavily on the generosity of our community to assist us with offsetting operating costs. We receive support from individual donors, corporate sponsors, foundations and all levels of government. The Development Department manages these relationships very closely.

The successful candidate must possess an excellent telephone manner and exceptional people skills, which they employ while keeping track of a myriad of details with grace, all while being interrupted several times a minute. To achieve this, flexibility, dependability, adaptability and a good sense of humour are essential. They must have excellent organizational skills and a high level of professionalism. Keyboarding skills and knowledge of the Microsoft Office Suite are crucial.

Our ideal candidates must have a love of theatre and the arts.

TASKS AND RESPONSIBILITIES
• Receive, process, and distribute incoming mail
• Manage courier requests and outgoing mail
• Schedule meetings and reserve meeting rooms
• Prepare meeting rooms and maintain general office cleanliness
• Order office supplies
• Manage and manage invoices for office supplies
• Troubleshoot issues with office machines
• Manage email inquiries through the Arts Club information email general channels
• Event Communication, meetings and meeting events coordination/support Volunteer Coordination: for volunteers
• Volunteer management - Manage volunteer requests and information through the Better Impact program/software
• Take volunteers requests from various departments (ex. Education, Development, Finance) and schedule events/activities for tracking
• Notify volunteers consistently about volunteer opportunities
• Verify and track hours of volunteers
• Liaise with the Box Office to manage complimentary ticket requests from volunteers
• Provide positive experiences and engagement for volunteers
• Work with the Bard on the Beach Volunteer Coordinator to recruit and& train the concierge volunteers for the BMO Theatre Centre
• Recruit new volunteers to the organization
• Build positive relationships with current volunteers for future retention
• Other administrative duties assigned

Qualifications / Required Skills

QUALIFICATIONS AND EXPERIENCE
• One or more years of experience working in office administration or a customer service role
• Experience managing volunteers
• Knowledge and experience working with Better Impact or Tessitura software is an asset
• Proficiency using the Microsoft Office suite including calendar maintenance, document editing and excel
• Experience with meeting coordination and planning
• Experience with event coordination or planning
• Experience or technical know-how with office printers

SKILLS AND ABILITIES
▪ Friendly, approachable manner when greeting others on the phone or in-person at the Arts Club Administration Offices in all interactions
▪ Strong time management and& organizational skills
▪ Ability to juggle multiple projects and tasks
▪ Technically savvy - proficient computer skills in the Microsoft Office suite including calendar maintenance, document editing and excel
• Willingness to learn new programs and& systems
▪ Ability, recommend changes to come up with new, or change existing, systems and procedures so that they are more efficient
• Ability to coordinate and keep track of volunteers
▪ Good interpersonal and communication skills
▪ Ability to work with a variety of personalities
• Ability to prioritize tasks
▪ Proactive in approaching other departments for volunteer opportunities
▪ A passion for the arts, specifically theatre is an asset

The Arts Club Theatre Company has a robust COVID-19 / communicable disease safety plan that continues to evolve given current provincial health orders and guidelines and as these may change during the term of this position, the incumbent may be expected to adjust how they work. Additionally, there may be a need for applicants to have access to a home computer or laptop that they are able to work from while any remote working procedures are in place.

Additional Information

Start date: subject to funding, May 15-June 27, 2022 (8-week term)
Salary: $18.00* per hour - *contingent on funding
Employment Type: Temporary, internship Full-time (35 hour work week, 9 AM – 5:00 PM.)
Hours: Monday to Friday 9am to 5pm

Salary: $18.00* per hour - *contingent on funding

Contact Information

To Apply: Email your cover letter and resume to humanresources@artsclub.com

Application Deadline: April 30, 2022

We thank all who express interest in this position; however, only those selected for an interview will be contacted. The Arts Club Theatre Company is an Equal Opportunity Employer and hiring decisions are based solely on the merits of the candidates and needs of the “Society”.

Employer Profile

The Arts Club Theatre Company is Western Canada’s largest not-for-profit urban professional theatre company. The Arts Club offers professional live theatre. Now in its 58th season, this not-for-profit charitable organization typically produces and presents year-round at three venues, —the Stanley Industrial Alliance Stage, Granville Island Stage, and Newmont Stage—as well as on tour throughout the province.