ADMINISTRATIVE ASSISTANT, EVENTS
Situated on Toronto’s waterfront, Harbourfront Centre is renowned as Canada’s foremost facility for contemporary culture. Our year-round operation offers some 4000 internationally acclaimed events ranging from music, literary and theatrical festivals to children’s activities and craft shops.
Currently an opportunity exists in our Community and Educational Programmes department for an Administrative Assistant, Events position. This position will report to the Festival Lead for tasks identified as overall festival administration and day to day work flow. The position will also report to and be supervised by the Project Coordinator and/or Department Administrator for satisfaction assessment, review of balance of overall workload and review of working relationships. The Programme assistant will assist with the planning and the implementation of the summer festivals and events (e.g., Hot & Spicy Festival, Canada Day, and Beats, Breaks and Culture). The Programme Assistant will liaise with the Music Assistant to ensure clear communication and coordination of information.
MAJOR RESPONSIBILITIES INCLUDE:
Research/Programming:
- Research potential artists, groups and programming ideas via internet, mail, fax, email and phone
- Assist Director, CEP with specific research initiatives
- Brainstorm around programming ideas and creative presentation ideas - coordinate programme components with supervision
Administration:
- Consolidate and distribute interdepartmental documents (production, marketing, volunteer, signage and transportation overviews by liaising with music assistant and others). (with Festival Lead)
- Attend meetings for events, festivals and others (with production staff, artists, and some festival’s advisory committee). Takes minutes and action items as required
- Assist in drawing up contracts for cultural programming.
- Acquire artists’ contracts, CVs, bios, documentation etc. and develop contact lists for production team and publicity team. (with Cultural Programmer)
- Arrange for any artist accommodations, transportation, hospitality and parking for cultural programmes (with Cultural Programmer)
- Assist programmers with ordering, purchasing and distributing all program materials
- Assist in festival set up and strike. Generate thank you letters for the artists, partners and consulates involved in the festival
- Assist with the management of projects on site and with post-project evaluations
- Assist with other administrative tasks as needed by the department
Requirements:
- Knowledge and skills for this job are normally acquired through a post secondary degree in general arts, arts/administration and/or previous experience in developing and implementing public events.
- Excellent computer skills (internet, spreadsheets, database management, word-processing, etc.). Good keyboarding skills and sound knowledge of Microsoft Office (Word, Excel and Power Point), and Internet applications.
- Excellent organizational skills and ability to handle multiple assignments and meet tight deadlines.
- Good communication and interpersonal skills.
- Creativity and imagination are required in liaising with outside groups, general public and media.
- Good knowledge of the arts and cultural sector.
- Previous project management or event coordination experience.
- Experience with diverse cultural communities, fluency in a second language is an asset.
- Knowledge of Filemaker Pro and Artifax is an asset.
- Flexible with scheduling; some evening and weekend work will be required.
DURATION: April 04, 2011 – September 30, 2011
HOURS: 9:00 AM - 5:00 P.M. – (some evening and weekend hours)
APPLICATION DEADLINE: FEBRUARY 18, 2011
Interested applicants should FORWARD resume QUOTING JOB REF # 11J059-WC to:
Human Resources Department
235 Queens Quay West, Toronto, ON M5J 2G8
FAX: (416) 973-1003
EMAIL: Jobs@harbourfrontcentre.com
Harbourfront Centre is committed to building a diverse workforce and strongly encourages qualified applicants from all backgrounds to apply.
Harbourfront Centre, on Toronto’s waterfront, is an innovative non-profit cultural organization which creates, for a diverse public, events and activities of excellence that enliven, educate and entertain. Working in partnership with various communities, Harbourfront Centre nurtures and supports educational and recreational activity as well as contemporary artistic creation through showcasing Canadian and international talent. Our year-round operation offers some 4000 internationally acclaimed events ranging from music, literary and theatrical festivals to children’s activities and craft workshops. Harbourfront Centre is one of Toronto’s most popular tourist attractions, drawing more than 3 million visitors and contributing over $126 million to the local economy annually.
