Administrative Assistant, Executive Office and Indigenous theatre

 
 

Canada is our stage
Those four words inform everything we do as a catalyst for performance, creation and learning across this great land. We are proud to be a home for many of Canada’s most exciting artists who captivate audiences on our four stages and on our stages across the country.
We recognize the Algonquin Nation, on whose traditional, unceded territory the National Arts Centre is located. We gratefully acknowledge the Algonquin Nation as past, present and future stewards of this land.

Job Number: J1218-1009
Job Title: Administrative Assistant, Executive Office and Indigenous theatre
Employment Type: Full-Time, Term
Job Category: Administration / Clerical
Open Positions: 1
Posting Date: January 8, 2019
Closing Date: January 27, 2019
Salary: $43,900.00 - $57,400.00/Year
Language Requirement: Bilingual
Working Hours: Term until August 30, 2019. Possibility of renewal

Key Activities

Key activities:
Working closely with the Executive Assistant in the planning, prioritization and fulfillment of daily activities such as meeting preparation, co-ordination of the President and Chief Executive Officer’s schedule, travel arrangements and co-ordination of all forms of daily correspondence.
Responsibilities include but are not limited to:
• Answer and direct general telephone inquiries in a professional and courteous manner;
• Reply to general information requests;
• Greet high-level NAC visitors – including senior officials from various government departments, embassies, and artists – in a professional and friendly manner.
Office administration
• Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents;
• Sort incoming mail, faxes, and courier parcels;
• Prepare and send outgoing faxes, mail, and courier parcels;
• Direct e-mails and voice messages to the appropriate staff members for action;
• Purchase, receive and store office supplies;
• Code and file administrative material;
• Update the CEO’s databases;
• Provide administrative support to staff;
• Make travel, meeting and other arrangements for the CEO and Chair of the Board.
Financial management
• Code and file financial material;
• Prepare credit card reconciliations;
• Manage petty cash.
Support to the Board of Trustees
• Ensure the timely distribution of material to Board members;
• Support the Chair with meeting, travel and other arrangements.
• Prepare expense reports.

Skill Requirements

• Post secondary diploma plus a minimum of three (3) years of related experience (or an equivalent combination of education & experience);
• In-depth knowledge of the Canadian and Indigenous performing arts environment, industry and policy issues including: strong connections with key players in the Canadian and Indigneous performing arts communities;
• Excellent computer skills including Word, Excel, Access, PowerPoint and Outlook;
• Strong research skills on the Internet;
• Ability to adapt quickly to a fast-paced and highly charged environment;
• Highly organized and able to coordinate a variety of activities simultaneously;
• Excellent public relations and interpersonal skills;
• Must be able to maintain discretion and absolute confidentiality at all times;
• Tactful, diplomatic and courteous;
• Flexible and available to work within an irregular schedule;
• Excellent oral and written communication skills in both official languages is mandatory.

Who Can Apply

Persons residing in Canada and Canadian citizens residing abroad. Preference will be given to Canadian citizens and permanent residents. Candidates invited to an interview will be responsible for all travel and accommodation expenses. If relocation is required, the successful candidate will be expected to pay for his/her relocation expenses.

As an employer who values diversity in its workforce, we encourage candidates to self-identify as members of the following designated groups: women, visible minorities, aboriginal peoples and persons with disabilities.

While we appreciate all applications, only those selected for interview will be contacted.

Important Notice

If you are a person with a disability and require accommodation for an interview or written exam, please advise us when initially contacted. The successful candidate will be required to provide a valid Criminal Record Check as a condition of employment

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