Administrative Assistant

Date Posted: Aug 01, 2016
Application Deadline: Aug 15, 2016
Start Date: Sep 12, 2016

Salary: $15/hour
Province: Ontario
Region: Hamilton Area
City: Hamilton
Organization's Field/Discipline:
Term: Part-time
Career Level:

Organization Description

Hamilton Fringe Festival

The Hamilton Festival Theatre Company strives to make theatre accessible and affordable to both audience members and theatre makers and is committed to fostering the development of professional artists in Hamilton.
The company produces a year-round educational program for emerging theatre professionals, the annual Hamilton Fringe Festival, and site-specific winter festival, Frost Bites.
The annual Fringe Festival is an 11-day un-juried arts festival that runs every summer in the core of downtown Hamilton. The organization is a member of the Canadian Association of Fringe Festivals and adheres to their Four Guiding Principles:
1/ Participants will be selected on a non-juried basis.
2/ 100% of the box office revenue is returned to the participating companies.
3/ Fringe Festival producers have no control over the artistic content of the productions.
4/ Festivals must be easily accessible for all audiences and artists to participate.

Job Description

Under the general supervision of the Executive Director, the Administrative Assistant provides a variety of support services, manages office operations, volunteers, and assists with program development and delivery. Requires excellent customer relations skills, knowledge of office systems, procedures, computers and facility management.

• Oversee office administration, including filing system, equipment and facility.
• Perform administrative duties to support daily business activities
• Assist in recruiting, selection and coordination of volunteers.
• Provides administrative support to the Executive Director, Board of Directors and auxiliary groups as appropriate
• Drafts minutes of meetings of the Executive Committees and Board of Directors
• Prepares routine correspondence, meeting materials, e-newsletters and other documents
• Maintains and controls office supply inventory
• Greet and engage visitors at all Hamilton Festival Theatre Company events and venues
• Maintains and updates organizational documents, lists and manuals.
• Answers incoming calls
• Reads and replies to incoming e-mails and voice mail
• Updates website and all social media outlets (Twitter, Facebook, Instagram etc.)
• Prepares tax receipts and updates donor recognition pages on website and in files
• Assists with bookkeeping and runs financial reports as directed
• Oversees vendor contracts for services
• Office management and maintenance
• Assists with festival administration and producing for Frost Bites, ALERT and the 2017 Hamilton Fringe Festival
• Other duties as assigned.




• Proficient at MS Office applications (Word, Excel, Outlook, etc) and Mac OS applications
• Basic bookkeeping and record keeping an asset (especially QuickBooks accounting software)
• Excellent interpersonal and phone skills
• Strong verbal and written skills
• Demonstrated commitment to serving internal and external clients
• Self-motivated- takes initiative, ability to learn quickly
• Strong organizational skills and attention to detail with emphasis on accuracy and quality
• Ability to manage multiple responsibilities with changing priorities
• Knowledge and facility with database management software (SUMAC, Rosetta, etc.)
• Knowledgeable in website and social media maintenance
• Ability to develop and maintain office and file systems (paper and electronic)

Additional Info:

• High school diploma or equivalent; University/college in arts administration or equivalent an asset.
• 2-3 years of work experience in an administrative support position in an office.
• Non-profit experience, working with volunteers and/or marketing experience preferred, but not required.

Monday through Friday (25 hours per week) 10-3pm with occasional additional hours for special events and meetings, including evenings and weekends. $15.00/hour. Contract position starting September 12, 2016 and ending March 1, 2017.


How to Apply:

Please email a cover letter and resume to Please make sure that everything is in one PDF. Only electronic PDF submissions will be accepted.

Only those selected for an interview will be contacted. No phone calls, please.
We thank all applicants in advance.

Send PDF to: Mrs. Marilo Nunez-



Contact Info:

Name: Marilo Nunez


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