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logo image – Arts Commons

Executive Assistant

Arts Commons is an inspirational gathering place for all Calgarians and visitors, where creativity is expressed daily—in immersive and engaging ways.  A place, both physical and metaphorical, that stimulates the senses, triggers emotions, challenges assumptions, starts conversations and opens minds. Welcoming over 600,000 visitors a year, Arts Commons is a key contributor to the social, economic, cultural and intellectual life and well-being of the citizens of Calgary.

We are seeking an enthusiastic and experienced team player to fill the contract (Maternity Leave) position of Executive Assistant from July 2016 to July 2017. Reporting directly to the President & CEO, the Executive Assistant is responsible for providing executive level administrative support.

Primary responsibilities include (but are not limited to): 
•    Promptly receive and screen incoming telephone calls to the President & CEO, providing a friendly and professional greeting, taking messages as appropriate, and eliciting necessary information to allow timely and accurate responses (responding where appropriate).
•    Remain aware and update the President & CEO’s schedule and ensure all documents and details are prepared in anticipation of meetings.
•    Promptly screen and distribute incoming email and correspondence, responding where appropriate.
•    Taking and distributing minutes for all Leadership Team meetings (and meetings of other internal groups), as well as tabulating their agendum.
•    Provide accurate word-processing support by composing and/or editing a variety of documents. This includes many highly confidential correspondence, memoranda, contracts and proposals.
•    Assist with organizing meetings and/or special events including board and committee meetings, etc. (which may include catering arrangements).
•    Responsible for board and committee meeting schedules, minutes, and board profiles and communications.
•    Communicate with politicians and corporate leaders to arrange meetings.
•    Preparing all presentation materials for the President & CEO (e.g. background information binders and folders).
•    Develop and maintain a well-organized filing system that permits easy reference and rapid retrieval of information.
•    Responsible for financial tracking and preparing monthly expense reports.
•    Special organizational and research projects as directed.
•    Arrange travel, hotel, and car reservations and prepare itinerary for the President & CEO.
•    Responsible for continuously expanding and updating professional knowledge and honing training skills in order to enhance individual and team innovation and productivity.
•    Perform additional functions as directed.

Applicants should have a degree or diploma in Business Administration, and two to three years’ experience in a senior administrative role, preferably in the arts or non-profit industry.

Other desired skills and qualifications include:
•    Able to work on the go, moving around within office/theatre environments.
•    Able to lift and move event supplies.
•    Irregular and extended work hours as required.
•    Vehicle and driver’s license is preferred.

This position has a 40-hour work-week, with occasional evening and weekend work required. A competitive compensation package, including extended health benefits, is offered.

To apply, please forward your resume and cover letter in confidence to:
Human Resources
Arts Commons
205 8th Ave. SE Calgary, Alberta   T2G 0K9

Start Date: Late June to July 2016

Posting will remain open until a suitable candidate is found.

Please state the position you are applying for. No phone calls please. We thank all interested applicants in advance, but will only be contacting those selected for an interview.