Executive Assistant & Board Secretary

Date Posted: Dec 15, 2017
Application Deadline: Jan 12, 2018
Start Date: Feb 01, 2018

Salary: $32,000
Province: Ontario
Region: Metro Toronto Area
City: Toronto
Organization's Field/Discipline: The Arts
Term: Full-time
Career Level: Intermediate

Organization Description

Textile Museum of Canada
Established in 1975 and originally incorporated as The Canadian Museum of Carpets and Textiles, the Textile Museum of Canada (TMC) has established itself as a vibrant cultural place that promotes community engagement through our programs and services. Our operations are driven by a committed Board of Directors, Committee Members and staff of 13 employees, as well as a vital and engaged community of more than 150 volunteers.
 
As the only national museum in Canada exclusively dedicated to the study and presentation of textiles from cultures around the world, we occupy a unique position among other leading cultural institutions in the country. The universality of textiles is at the heart of our work, and provides the stimulus and opportunity to engage communities around us as well as thousands of national and international visitors.
 
The TMC’s main activities focus on the exhibition, collection, conservation and research of art, craft and design from around the world. Through our artistic and educational programs, delivered in both physical and virtual forms, we build on a long history of connecting creativity, cultures and human histories through the materials of everyday lives. A repository of more than 14,000 rare textile artifacts spanning 2,000 years of human history, the TMC explores the diverse cultural expressions of human experiences through all of our programs.
 

Job Description

The Textile Museum of Canada is seeking a highly motivated team player with a flexible approach and a cheerful and friendly disposition for the position of Executive Assistant/Board Secretary. The successful candidate will have first-rate administrative, organisational and IT skills, together with excellent written and verbal communication skills. Knowledge of and experience in the museum sector would be advantageous. The candidate will have pride in their work, the ability to be discrete and keep confidences, and a proven ability to manage and prioritise a varied workload in an efficient and co-operative manner.
 
Principal Duties and Responsibilities include the following:
 
Administration:
  • Manages the day-to-day administrative and confidential activities of the Executive Director to ensure all needs are met; anticipates issues and initiates appropriate actions to ensure the most effective use of the Executive Director’s time.
  • Acts as office manager, developing office procedures and systems including filing system and contacts database.
  • Drafts correspondence and memoranda for Executive Director; prepares, edits, types, proofreads, and occasionally composes correspondence, memoranda, contracts and other documents related to the operation of the Museum; performs typing and data entry using computer, spreadsheet and database software.
  • Helps prepare funding applications and interim and final reports to government agencies.
  • Assists with the management of the Executive Director’s calendar in Outlook, advising of incoming priorities, liaising with external contacts, coordinating meetings and ensuring all necessary information/relevant documentation is prepared in a timely manner.
  • Performs routine budgetary and expense reporting, collecting receipts, preparing expense reports and submitting to the Facilities & Operations Manager.
  • Arranges visits; greets and escorts guests within the Museum.
  • Takes, transcribes and circulates minutes from weekly staff meetings, and other meetings as assigned.
  • Books travel arrangements and runs business errands as required.
 
Board Secretary:
  • Distributes agenda and materials for Board of Trustee meetings, meetings of all standing committees of the board, and other meetings as assigned. Materials can include reports and studies prepared by Executive Director, department heads or external consultants.
  • Serves as recording secretary for the Board of Trustees, taking minutes that accurately reflect any actions taken by the board.
 
Human Resources:
  • Maintains human resources records by recording new hires, terminations, changes in job classifications, merit increases; tracks vacation, sick, and personal time.
  • Orients new employees by providing orientation information packets; reviews company policies; gathers withholding and other payroll information; explains and obtains signatures for benefit programs.
  • Manages bi-weekly payroll preparation.
  • Assists Executive Director in the performance appraisal process
  • Assists senior staff involved in recruiting, hiring, and training new employees.
  • Oversees HR policies and procedures.
 
Other:
  • Works to further the goals and objectives of the Museum and participates actively in the life of the institution.  Acts in a respectful, accountable, and generous manner towards other staff, volunteers, and the general public.
 

Requirements:

Requirements:
  • Proven work experience as a Senior Executive Assistant, Executive Administrative Assistant or similar role.
  • Knowledge of office procedures and demonstrated administrative skills.
  • Excellent communication skills (via phone, email and in-person), and a polished and professional demeanor to interact graciously and effectively with donors, Museum trustees, corporate heads, as well as with Museum staff.
  • Experience exercising discretion and confidentiality with sensitive company information.
  • Excellent organizational skills with an ability to think proactively and prioritize work.
  • Self-motivated; ability to problem solve independently and manage workflows and deadlines without supervision.
  • Impeccable attention to detail, adaptability, multi-tasking and time management skills.
  • Ability to handle multiple tasks and deadlines, and to work with a fluctuating and dynamic schedule.
  • Exemplary writing and proofreading skills.
  • Experience with office management systems; proficiency with Microsoft Outlook, Excel, and Word; advanced skills in creating charts, graphs, and tables.
  • Familiarity with online calendars and cloud systems.
  • Preferred: Bachelor’s degree in art history, fine arts, business administration, communication, or a related field; prior art museum experience and knowledge of museum operations, standards, practices, and procedures.


Additional Info:

This is a full-time Monday to Friday position, that requires availability for occasional evenings and holiday hours.

How to Apply:

Qualified candidates should email their cover letter, resume and three references (including email and phone #’s) as a single document attachment to: hrsearch@textilemuseum.ca.
The email subject line should read <title of position applied for> <followed by applicants last name>.
 
Kindly note that we will accept no phone calls. We thank all applicants for their interest, but advise that only those selected for an interview will be contacted. 

The Textile Museum of Canada maintains a Board of Trustees approved Anti-Racism, Access and Equity Policy. Respect, accountability, and a generous manner towards other staff, volunteers, and the general public are requirements for all staff.
 
The TMC is committed to achieving representation of equity seeking groups on its staff by ensuring that members of said communities have unbiased access to employment. The Textile Museum of Canada is an equal opportunity employer.
 
 

Contact Info:

Name: Emma Quin
Telephone: 4165995321
Fax: 4165995321
Email: Hrsearch@textilemuseum.ca
Website: http://www.textilemuseum.ca

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