BILINGUAL COMMUNICATIONS ASSISTANT
The Ontario Arts Council is a publicly funded arm’s-length agency of Ontario’s Ministry of Tourism, Culture and Sport. OAC’s primary purpose is to award grants to professional artists and arts organizations.
Starting Salary: $37,760 - $42,480
Salary Range: $37,760 - $56,640
The Ontario Arts Council (OAC) requires a highly efficient person to provide administrative and support services to the Communications department. This position would be interesting to an individual with administrative experience and communications training wanting to gain direct experience in communications.
Key Responsibilities:
- Reporting to the Director of Communications, this role supports the operations of the department by assisting with the coordination between external agencies and vendors and the Communications department;
- Performs administrative and support services for the Communications department by maintaining central filing systems, media monitoring and electronic compilation of news clippings, maintaining inventory of corporate publications, and updating and monitoring of department’s calendar;
- Responsible for the administration and management of Communication’s financial procedures by preparing, processing and monitoring purchase requisitions, purchase orders, and invoices, and the processing of all financial documentation, ensuring proper sign-off for receipt of goods and services and payments;
- Responsible for organizing and implementing distribution plans for mailings, in consultation with the Director of Communications; including extracting mailing lists and performing mail merges to prepare hardcopy letters and envelopes for distribution; extracting electronic mailing lists and uploading to electronic distribution system;
- Researching, updating, and maintaining corporate contact lists including key stakeholders;
- Compiling and maintaining media lists for communication purposes;
- Providing support to the Director and Communications Coordinators as required and based on priority;
- Providing event coordination support including list development, the creation of name tags and signage and the monitoring of RSVPs;
- Preparing media and special event kits;
- Monitoring for the proper use of the OAC logo;
- Providing occasional support around online communications activities, such as writing and publishing content on the OAC website, engaging with stakeholders on social media sites, creating and distributing email campaigns and e-newsletters;
- Writing, editing and proofreading as requested by Coordinators and Director.
Qualifications:
- Knowledge of communications gained through specific higher-education in Communications and/or experience working for a communications department;
- Significant related and proven administrative/secretarial experience with strong organizational skills, attention to detail and a thorough knowledge of office procedures;
- Excellent keyboard skills (50 wpm) and computer literacy with Microsoft Office and contact databases;
- Above average writing, editing and verbal communications skills in English, as well as advanced written and verbal French proficiency;
- Experience tracking and monitoring budgets and expenses;
- Excellent interpersonal and communication skills, tact and discretion;
- Ability to establish positive and effective working relationships internally and externally at all levels with a diverse range of individuals;
- Excellent coordinating skills combined with a high degree of initiative;
- Ability to work under pressure to meet tight deadlines, and demonstrate flexibility in determining workload priorities and rearranging workload at a moment’s notice if urgent needs arise;
- Solid judgment to flag enquiries which are potentially sensitive or unusual;
- Experience working in or providing support in the following areas is a definite asset: event planning and coordination, production of print and other materials, media and government relations;
- Experience managing social media profiles such as Facebook and Twitter for professional purposes;
- Experience managing content on websites, using web editing tools and programs and graphic design software is an asset;
- General knowledge and appreciation of the arts is an asset;
- Attendance at events outside normal working hours may be required on occasion.
Qualified candidates are invited to submit a cover letter and resume, by November 15, 2013 using one of the following methods:
Mail: Ontario Arts Council, Human Resources Office, FILE #08-13, 151 Bloor Street West, 5th Floor, Toronto, Ontario M5S 1T6
Online: Online Application Form (http://www.arts.on.ca/Page3435.aspx)
If you are a person with a disability and require accommodation in any stage of the recruitment process please contact Nina Small at 1-800-387-0058 x 7426 or nsmall@arts.on.ca.
The Ontario Arts Council is proud to be an equal opportunity employer and strongly supports and values diversity in the workplace. Applications from all qualified candidates are welcome and individuals from equity-seeking groups are encouraged to apply. While we thank all candidates for their interest, only those selected for interview will be contacted.
