The Ontario Arts Council is a publicly funded agency of Ontario’s Ministry of Tourism, Culture and Sport. OAC’s primary purpose is to award grants to professional artists and arts organizations.
Regular Full-Time, Unionized Position
Classification 3
Toronto
$40,056 - $60,084
The Ontario Arts Council (OAC) requires an experienced administrative professional to work in a confidential capacity, displaying tact, discretion and professionalism at all times while providing a wide variety of administrative, clerical and scheduling services to ensure the effective, efficient and professional operations of the Executive Office and for the Board of Directors.
Key Responsibilities:
- Serves as primary back-up for the Executive Coordinator during absences, a position which provides direct support to the Director & CEO and Board of Directors
- Coordinates scheduling of meetings for OAC leadership, Board meetings and Board Committee meetings. This includes maintaining electronic calendars and being aware of potential scheduling conflicts and resolving them using a combination of consultation and personal initiative and judgment
- Contacts meeting participants and provides guest support, books and sets/clean up rooms, orders, arranges, and delivers meals/refreshments
- Makes travel and accommodation arrangements
- Collects, sorts and takes action where required on incoming mail
- Manages RSVPs for invitations, attendance for special events, and preparation of event background information
- Maintains the image of the Director & CEO and Board of Directors by ensuring that all correspondence prepared for signature adheres to a consistent and professional standard
- Prepares, copies, scans, distributes, and files correspondence, reports and documents in a timely and effective manner
- Ensures confidentiality as well as a high level of accuracy when dealing with sensitive information and files
- Maintains files and records management system
- Takes and distributes minutes, prepares agendas and Board packages, and follows-up on items
- Prepares and distributes the Board's meeting calendar
- Completes and submits expense claims and prepares administrative cheque requisitions and purchase requisitions
- Responds to general phone, email and in person enquiries
- Orders supplies
Key Selection Criteria:
- Minimum of two years relevant experience providing administrative support to senior leadership positions
- Experience maintaining the schedule for executive level staff an asset
- Experience preparing agendas, minutes, letters and memos accurately
- Experience working in a confidential capacity dealing with highly sensitive information and files
- Knowledge of Board and Board Committee systems
- Sound administrative office organizational skills, accuracy, attention to detail, and efficient time-management
- Proven excellent judgment and discretion, tact and diplomacy
- Demonstrated analytical, problem solving and decision making skills
- Dependability, flexibility, ability to work effectively under pressure with a confident and pleasant manner
- Excellent interpersonal skills, ability to establish good working relationships internally and externally with a diverse range of individuals
- Works well both independently and collaboratively as part of a team
- Advanced verbal and written communication and listening skills in English, bilingualism in French is an asset
- High level of expertise in all areas of modern office practice and procedures
- Intermediate to expert level competence with MS Office, Outlook calendar, and database applications
- Ability to work outside regular office hours on an occasional basis
- Knowledge of and sensitivity to arts and cultural issues and an understanding of OAC’s mandate and objectives is an asset
Qualified candidates are invited to submit a cover letter and resume, by May 20, 2015 using one of the following methods:
Mail: Ontario Arts Council, Human Resources Office, FILE #04-15, 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.
