Administrative and Executive Assistant

Date Posted: Aug 01, 2019
Application Deadline: Aug 20, 2019
Start Date: Aug 27, 2019

Salary Range: Other
Additional Salary Information: $15/hr Starting with 10-12 hrs per week
Province: Ontario
Region: Metro Toronto Area
City: Toronto
Employee Benefits: Other (e.g. flex time, comp tickets, etc.)
Check Additional Info section for more Employee Benefits
Organization's Field/Discipline: Doesn't apply
Job's focus: Administrative
Job Type: Contract
Career Level: Doesn’t apply

Organization Description

Girl In The Yard Arts
Girl in The Yard Arts is a Toronto-Based arts production and management firm. The small business produces events, offers performances and workshops. The firm also supports clients in various arts-related tasks ranging from contract management, tour management, grant-writing and day-to-day business management and personal support.
 

Job Description

Girl in the Yard Arts is seeking to increase business capacity by providing personal and administrative/executive support to both its owner and clients. This contract position would begin with 10-12hrs per week to support SOME of the tasks outlined below. There is potential for contract renegotiation and renewal as owner and client needs evolve. Contractor would be expected to perform most duties remotely and report to owner through weekly phone and video meetings. The contractor will also be needed for bi-weekly in-person meetings (Keele/Sheppard area) and at live events at mutually agreeable times.

RESPONSIBILITIES

Administrative
  • Manage and monitor business and personal calendars and the scheduling and coordination of all meetings, travel, events, etc.
  • Setup and manage all personal appointments including restaurant reservations, fitness, health & wellness, medical, etc.
  • Make travel arrangements and support travel needs in real time such as making travel changes, special requests, and reservations
  • Manage all frequent travel accounts
  • Capture meeting minutes and take notes during conference calls
  • Monitor all emails for timely responses and required actions such as following up to schedule a meeting, capturing requests for information, and logging and tracking committed tasks, etc.
  • Confirm meetings as needed and ensure all critical information is captured and in place for conference calls and in-person meetings
  • Manage email accounts, clean-up spam, delete unnecessary emails, and ensure all emails requiring a response have been read and addressed
  • Check business and personal voicemail daily and transcribe all messages and ensure proper and timely follow up
  • Manage personal and business contact information and support the selection and implementation of a contact management application
  • Assist in the development of proposals and speaking engagement content
  • Address employees and clients administrative queries
  • Answer and route phone calls. Administer VoIP phone system/platform.
  • Provide customer service as first point of contact
  • On a regular basis, manually follow up with personal and professional contacts to validate and update contact information
  • Data entry for new contacts/business cards as well as other projects
  • Ensure the proper filing of all personal and company digital files and documents. Re-organize and rename files to ensure compliance with file naming and organization standards.
  • Administer and manage all technology and associated accounts such as G-Suite, etc,
  • Coordination, scheduling, and tracking of outside service providers and amenities such as cleaning services, dry cleaning pick-up & delivery, automotive repair and maintenance, conference room scheduling, etc.
  • Track and assist in the administration of contracts and agreements such as NDAs, MSA, etc.
  • Coordinate and follow up with other outside partners who are supporting projects and tasks
  • Coordinating and or tracking the purchasing of gifts, thank you cards, etc.
  • Manage art specific filings including but not limited to SOCAN and ACTRA RACs reports
Project/Task Management
  • Track and manage all ongoing projects ensuring proper organization and structure is in place and that all timelines and deliverable commitments are being met
  • Responsible for Daily, Weekly, and Monthly task management and ensuring a constant and clear understanding of everything that needs to be completed each day, week, month, etc.
  • Send daily or hourly reminders to ensure that daily tasks are being completed on time. Tracking completion and keeping all task and project management tools and tracking systems current
  • Support the tracking of daily, weekly, and monthly personal goals. Set and provide reminders as needed or requested
  • Support clients personally and administratively at live events
Finance
  • Track all client expenses, billables, and receivables in conjunction with bookkeeper
  • Assist in tracking and managing personal expenses
  • Address, paying, disputing, and following up on personal or business related bills
  • Submit and track health insurance claims for out of network and flexible spending transactions
  • Coordinate with finance managers, accountants, and tax advisors for both personal and business related needs
  
Research
  • Coordinate and or perform project support research providing summaries of findings as well as links and sources to information
  • Research products, services, and or service providers and provide a written summary of findings
 
Social Media & Marketing
  • Assist in managing social media accounts
  • Collaborate with writers, graphic artists, and designers
  • Create or oversee the creation of both personal and business-related social media content
  • Coordination and tracking of social media posts and message responses
  • Perform website content updates 


Requirements:

Requirements & Expectations
  • Expertise with word-processing software and spreadsheets (Google and Microsoft Products)
  • Strong presentation creation skills and expertise using PowerPoint or Keynote
  • Proficiency in the technical administration and configuration of platforms such as CRM, social media, website, G-suite, etc.
  • Strong knowledge of MacOS, iOS, Android, and Windows operating systems and familiarity with current technologies, like desktop sharing, cloud services and VoIP
  • Deep Knowledge of online calendars and scheduling (e.g. Google Calendar)
  • Excellent phone, email and instant messaging communication skills
  • Excellent time management skills
  • Superior organizational skills
  • Candidate must own their own smartphone, tablet and computer in order to work remotely
  • Interest or an appreciation for the fine arts especially music (Required)
Education & Experience
  • 2 years of executive and/or administrative experience working with C-level executives or in arts administration preferred
  • College or University Advanced degrees preferred
  • High school or equivalent (required)
  • Extensive relevant business experience and credentials are preferred
  • Relevant work: 2 years (Preferred)
  • Excellent English writing and speaking skills (required)
 

Additional Info:

Availability & Time Commitment
  • Reasonable availability when not on vacation. Weekends and late nights at times if needed
  • Daily or even hourly check-ins as needed or requested
  • Reachability and daily/hourly communication via voice or chat platforms such as WhatsApp or iMessage
  • The average response time of 5 minutes or less to all direct communications or communications requiring a response or action (during pre-determined work hours)
  • Must provide visibility into daily availability in order to manage reachability and response expectations
  • Daily time tracking and recording
Owner is open to student applicants especially those with an interest in arts management, entertainment business and/or social media and marketing.

How to Apply:

Please submit a cover letter, resume and list of references to info@girlintheyard.com. 
Please also feel free to send an email if you have questions about the actual position. 
We will try to respond to all questions however due to volume, only applicants selected  for interviews will be contacted.  

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