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Studio Bell National Music Centre logo

Executive Assistant

Commitment to Diversity and Inclusion

National Music Centre (NMC) believes in the power and importance of diversity and inclusion both in music and in the workplace. We ensure equal opportunity for all qualified applicants and encourage people of all visible minorities, including Indigenous applicants, and those of any religion, sex, age, ability, sexual orientation, gender identity, or expression to apply.

About this Position

The executive assistant is an experienced office administrator who is a self-starter, multi-tasker who thrives in a supportive role that will be responsible for the overall coordination of the executive office including the president and CEO and chief of staff and senior director, administration (COSSDA).

Committed to providing exemplary administrative support, the executive assistant will rely on their communication and organizational skills to effectively manage the workflow and priorities of the executive office, including managing email inboxes, calendars and appointments, board and other meeting arrangements, prompt email and phone responses, and communications from the executive office.

Flexibility, adaptability, positivity, and an ability to react quickly in a fluid and fast-paced environment as well as demonstrated ability to prioritize workflow, handle confidential information, and to exercise sound judgment are critical for success in this role. The Executive Assistant uses their keen sense of observation and critical thinking skills to foresee the needs of the president and CEO and COSSDA, ensuring they are adequately prepared to execute on organizational priorities.

Responsibilities

Key responsibilities include, but are not limited to:

  • Maintaining the email inbox of the COSSDA, ensuring internal and external parties are responded to in a prompt and professional manner and priority emails are identified, sorted, and completed.
  • Managing the calendars of the president and CEO and COSSDA, ensuring they are up to date with required information, rescheduling when required, maintaining regular and recurring meeting invites including staff and board meetings, and maintaining a balance of meetings and desk time for the Executive Office with the ability to shift meetings depending on workload and priorities.
  • Scheduling meetings for the executive office, including inviting other participants, setting up phone or digital access, communicating location details, coordinating coffee or catering as required, and day of meeting set up and tear down.
  • Handling all basic inquiries to the executive office, whether via phone, email, or letter and using discernment to identify which of these require input from the president and CEO or COSSDA and which do not.
  • Preparing briefings, presentations, writing letters, and producing other documents related to the functioning of the executive office.
  • Providing broad administrative support to senior volunteers (board of directors, committees, etc), including scheduling, meeting preparation, meeting minutes, board paperwork, and other coordination as required.
  • Reconciling credit card statements and receipts, coding and sorting invoices for signature.
  • Booking travel for the executive office and providing support on the road if required.
  • Assisting in the management of all staff communications and meetings including the quarterly staff forum presentation, weekly staff meeting, and other all staff meetings/events.
  • Maintaining the digital and hardcopy files of the executive office.
  • Providing broad administrative report to the senior leadership team when required on behalf of the executive office.
  • Other duties as assigned.
Qualifications

The successful candidate will have:

  • Minimum three years experience in executive administration, project management, or another administrative role in for-profit and/or non-profit sectors.
  • Strong interpersonal and communication skills with a focus on critical thinking and problem solving.
  • Ability to communicate with multiple stakeholders on varying levels with positivity and professionalism.
  • Adaptability, flexibility, creativity, and the capacity to function effectively in a fast and active team environment.
  • Ability to manage multiple tasks and projects at the same time with appropriate urgency and prioritization.
  • Ability to navigate with finesse under pressure, and understand when to step in and assist without instruction.
  • Proficiency in written and oral communication, as well as the Microsoft suite of products specifically MS Teams, SharePoint, and Office in an Apple-based environment.Demonstrated ability to handle confidential information with tact and discretion.
  • Strong demonstration of living NMC’s core values of community, diversity, innovation, passion, work ethic, teamwork, and fun.
  • Love of music is an asset.
  • Experience in or knowledge of non-profit music, arts, museums and/or for-profit music industry, media organizations, and boards is an asset.
  • Bilingualism (French/English) is an asset.

This position is a full-time, permanent position and qualified applicants should send a resume and cover letter to Stephanie Pahl, Chief of Staff and Senior Director, Administration stephanie.pahl@nmc.ca on or before October 25, 2020.

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