Job Posting – Executive Assistant – Part-time

Job Title: Executive Assistant 

Position Type: Part-time, 20 hours per week

Contract Period: January 3rd 2022 – August 31st, 2022

Compensation: $20 per hour

Number of Positions Available: 1

UrbanArts is a progressive, not-for-profit charitable Local Arts Service Organization (LASO) providing opportunities for diverse cultural expression, artistic development, training and employment to members of urban communities with a focus on youth in central west Toronto; UrbanArts focuses on engaging community through the arts; UrbanArts is an incubator for local arts, with a range of programs led by professional artists in visual, literary, digital, culinary and media arts, theatre, dance and music. As the thread that weaves together generations, UrbanArts offers its program and services to the broader community, maintaining a focus on youth.  Central to its mission, UrbanArts is committed to the goal of building inclusive, engaged communities by enriching people’s’ lives through the arts, culture and heritage, with programs, services and resources delivered within the former City of York boundaries, with a focus on York South-Weston.

Mandate: Our mandate is to promote, engage and facilitate cultural and community development opportunities between artists, arts organizations and community members and community.  

Job Title:                                Executive Assistant

Reporting:                             Executive Director

Position Description:

Reporting to the Executive Director, the Executive Assistant plays an essential role in the day-to-day operations of UrbanArts, The Executive Assistant serves as the primary point of contact for the Executive Director and serves as a liaison with the Board of Directors. The Executive Assistant must be creative and enjoy working within a fast-paced environment that is mission-driven, results-driven, and community oriented and is responsible for a wide range of strong written and verbal communication, administrative, and organizational and operational functions.  Efficient and effective allocation of resources – time and space accessibility, supplies and materials, communications support – is a key element in the success of a community based, local arts service organization engaged in community development through the arts.  

The Executive Assistant responds to queries on behalf of the Executive Director, is aware of and knowledgeable about all that takes place at UrbanArts and is a self-starter with high levels of confidence, strong communications skills and highly developed logical and critical thinking skills.  A “people person,” The ideal individual must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion and can exercise good judgment in a variety of situations.  The ability to maintain a realistic balance among multiple priorities is imperative as is being able to facilitate the operational and human dynamics of a vital, healthy arts organization.

Primary Responsibilities:

  1. Supports and maintains effective strategies for the operations team, retrieval, analysis and reporting on multiple data/information systems (financial, statistical, communications – telephone, email, website, etc.).
  2. Works closely with the Executive Director and Operations Manager as well as the Bookkeeper, to ensure that support systems (financial, statistical, communications) are efficient, effective and consistent with policies.

Administrative Support

  1. Support the Executive Director in strategic communications, organizational strategy, and all other special projects as assigned 
  2. Support and manage a high-volume of requests and projects to meet the objectives of the Executive Director
  3. Support the Executive Director with maintaining files and documentation (hard copy and electronic) in an easily retrievable manner
  4. Provide support with maintaining and responding to emails, meeting requests and scheduling 
  5. Assist with preparing policies, reports, presentations, letters and other organizational documents

Board Support and Liaison

  1. Serves as the Executive Director’s administrative liaison to the UrbanArts’ Board of Directors and Board committees: assists with organizing Board meetings, assists with the preparation of reports, agendas and hand-outs and provides onsite assistance
  2. Maintains Board documents and adheres to the bylaws on Board and Board Committee matters.

Grant writing, Research and Analysis Support 

  1. Assists the Executive Director and development team with the grant writing process (e.g., client/budget data), reports (e.g., project narrative and revenue/expenses related to grants)
  2. Researches and presents new and potential grant/revenue streams

Events /Fundraising / Sponsorships

  1. Provides support with planning and implementing events and other special projects
  2. Supports fundraising and sponsorship activities (e.g., packages to assist with appeals and fundraising activities)
  3. Ensures relevant data is entered into spreadsheet/database and regularly updated

Financial

  1. Compiles budgeting information, develops invoicing protocols 
  2. Completes expense reports and manage correspondence with vendors
  3. Supports the Bookkeeper and Management Team with recording and tracking all payables and receivables and preparing invoices.

Supervisory

  1. Develops and enhances the administrative and clerical capacity of staff, facilitators, interns and volunteers through coaching, skill demonstration and communications
  2. Develops and supports youth (service users) respect and care for UA facilities, equipment and resources through communications, example and coaching

Community/Client Relationships

  1. Be a positive voice and presence to multiple stakeholders and youth in the UA spaces, a proponent of positive messages about race, diversity and the UA Code of Conduct. 
  2. Supports the organizing of UA functions and events as, attends and represents UA at selected community meetings related to primary responsibilities. 

Demands:

Knowledge/Skills/Abilities/Qualifications:

  1. Highly organized, detail oriented, able to multitask effectively, meet deadlines and complete tasks with high degree of accuracy
  • Mature, confident and comfortable in a public role, able to respond effectively with tact and diplomacy to multiple requests efficiently
  • Experienced and skilled in multiple software packages, social media, financial (QuickBooks, Excel), including data management (Fundraising, Statistics, etc.).

Working Conditions

The Executive Assistant normally works in an office setting at the Bartonville or the John Street location, although there are times the incumbent will be off-site at facilities operated by other organizations and in the community as necessary to the role. 

While most of the responsibilities will take place during regular operating hours (9:00 am – 9:00 pm) on weekdays, there will be occasions when evening and/or weekend duties can be scheduled. 

Currently, this is a hybrid role with some of the work being done remotely due to COVID-19 with weekly in-office work as required.  Work will shift to daily in-office post-COVID-19 or as determined by Management.

All time worked in excess of 44 hours/week will be compensated with lieu time in accordance with the Employment Standards Act, and at the approval of the Executive Director so as to not affect the work schedule.

Application Deadline: November 30th, 2021                        Start Date: January 3rd, 2022 

Please submit resume and cover letter detailing your experience and qualifications to:

Hiring Committee

UrbanArts

5 Bartonville Ave. E., 

Toronto, ON   M6M 2B1

OR via email to hr@urbanartstoronto.org – Please quote “Executive Assistant” in the subject line

UrbanArts is an equal opportunity employer.  Only those selected for an interview will be contacted.  

Unfortunately we will not be able to respond to telephone inquiries.

For more information on UrbanArts, please visit www.urbanartstoronto.org  

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