Executive Assistant

Date Posted: Jun 01, 2018
Application Deadline: Jun 08, 2018
Start Date: Jun 18, 2018

Salary: Commensurate with Experience
Province: Ontario
Region: Durham Region
City: Oshawa
Organization's Field/Discipline: The Arts
Term: Contract
Career Level: Intermediate

Organization Description

Ontario Philharmonic

OP is a notable player in the classical music landscape in the Greater Toronto Area/Durham Region and comprises players who are among the finest professional musicians in the GTA.  OP is led by one of Canada’s most distinguished conductors, internationally renowned, Marco Parisotto.
During OP’s 61-year history it has evolved into one of the most exciting and respected orchestras in Ontario and Canada. OP performs mainly in Toronto's Koerner Hall (TELUS Centre for Performance and Learning) and Durham Region's UOIT Regent Theatre.



Job Description

Ontario Philharmonic (OP)
 
OP is a notable player in the classical music landscape in the Greater Toronto Area/Durham Region and comprises players who are among the finest professional musicians in the GTA.  OP is led by one of Canada’s most distinguished conductors, internationally renowned, Marco Parisotto.
During OP’s 61-year history it has evolved into one of the most exciting and respected orchestras in Ontario and Canada. OP performs mainly in Toronto's Koerner Hall (TELUS Centre for Performance and Learning) and Durham Region's UOIT Regent Theatre.
 
...Marco Parisotto could take on the world... I heard Parisotto lead this ensemble [Ontario Philharmonic] last Saturday at Koerner Hall. To say I was surprised is putting it mildly. Everything about Parisotto's exacting and fluid style on the podium suggested a major international talent.
MONTREAL GAZETTE
 
Job Description – Executive Assistant – Oshawa, ON, July 2017
 
Title                                                                                                      Reports To
Executive Assistant (EA), Contract (22.5 hours wkly)                      Executive Director (ED)
 
Start Date
June 18, 2018
 
 
General Responsibilities
 
Preamble: The Executive Assistant (EA) is the first point of contact for many and varied enquiries.  The EA provides administrative support to the executive director (ED).  The EA is the right hand of the ED on budget, finance, fundraising, grants, marketing and day-to-day operational matters as directed by the ED and reporting to the ED.
 
Duties Detailed
 
To maintain and manage computer files and hard copy files, directories and SUMAC Donor Management System
Administration and implementation support on fund development campaigns including individual donors, government grants, foundations, and other institutional and corporate sectors.
To provide secretarial services for board matters, preparation of board agendas, minutes and supporting documents necessary to running the day-to-day governance matters
To liaise with the ED and auditor in preparation of all bookkeeping matters, including banking activities typical of an office, managing accounts payable, receivable, cheque writing, payroll, monthly bank reconciliations, charitable tax receipts, HST remittance, and all year-end activities/responsibilities
Prepare monthly report for management meetings demonstrating income/expenses targets
Social Media: manage concert announcements on event calendars across Durham Region and Toronto, blog, FB, twitter, Instagram, Pinterest and such social media platforms as directed, Constant Contact for OP promotions of concerts, special events and fundraising events as per request and in partnership with ED and MD, ongoing maintenance of mailing lists
Further development of policies/procedures as assigned, review guiding documents annually as directed
Ensure that personnel, participant and donor data, is secure
Work with the ED executing strategic priorities in relation to revenue growth
To manage subscription orders in partnership with Regent Theatre box office staff
Reply to phone/electronic enquiries and forward any matters to appropriate individuals on a daily (workday) basis – ongoing and in a timely manner
Assist ED developing a subscriber list c/w phone/email/history for board phone campaign
Provide administrative assistance for all fundraising campaigns as assigned by ED
Prepare and deliver concert ‘Welcome Desk’ kit for concert nights
Attend concerts (6 or 7 throughout season) staffing welcome table duties and oversee merchandise sales – coordinate volunteer staff for concerts
Pick up, prepare and send correspondence
Nominate volunteers to ED
Some additional hours may be required in peak periods
Other duties as may be assigned by the ED
 
General Employment Terms
 
PERSONAL CONSIDERATIONS
You see yourself as:
Possessing sustained superior level of enthusiasm, energy/stamina and creativity that is appropriately harnessed and applied to an effective and productive end, consistently on all projects
Able to effectively prioritize and execute tasks
Capable of working effectively with little to no supervision
Possessing strong constitution enabling you to thrive under pressure in a changing environment
Possessing excellent interpersonal skills, collegial, and a team player
Possessing impeccable written and oral communication skills
Able to recognize, evaluate and create or implement solutions to myriad of matters/issues

Requirements:

QUALIFICATIONS
Fundraising, Social Media, Grant Writing and Office Administration experience
3 years Experience in the Arts & Culture Sector necessary with Canadian charities
CADAC and SUMAC experience
Post-secondary admin education and/or relevant experience with an arts and culture charity

How to Apply:

Important Instructions: Please apply in writing by email to: executive@ontariophil.ca by 5pm June 8th, 2018.  The subject line must read: EA position commencing June 18th, 2018.  Requirement: Your cover letter and resume MUST be saved as one (1) combined pdf to qualify.  More than one attachment to your application will disqualify your application.

Contact Info:

Name: Laura Vaillancourt
Telephone: 9055713100
Fax: Ontario Philharmonic
Email: laura@ontariophil.ca
Website: Ontario Philharmonic

EMPLOYER LOGIN

Login to post a job now, or to manage your existing posts.

 
Forgotten password?
Register (new user).