November 15, 2024
Position Title: Administration Officer
Job Type: Permanent, full-time (35 hours/week)
Location: Virtual, with some in-person requirements in Toronto
Start date: January 2025
Salary: $47,000 – $55,000, based on experience
Position Summary
Are you a hyper-organized, highly responsive, and poised professional with a passion for administration? Are you also resourceful and excited to learn about the Canadian arts landscape? Do people tell you that you have great attention to detail? Do you excel at acquiring new technology and web-based skills? Do you thrive on managing a lot of moving parts and getting things done?
If you answered “yes” to all the above, the team at Art Canada Institute wants to hear from you. ACI is a not-for-profit educational organization and a registered Canadian charity. We’re looking for a dynamo Administrative Officer. This is a full-time, permanent role, working in a virtual environment with a requirement to be onsite in Toronto at least one day a week, but occasionally more.
Reporting to the Administration Manager, the Administration Officer will be instrumental in supporting the day-to-day operations of ACI. The ideal candidate will have at least 2 years of experience supporting senior leaders in an administrative role and will demonstrate strong attention to detail, impeccable communication skills, the ability to manage multiple programs effectively, and demonstrable experience using of the Microsoft suite of productivity tools (Word, PowerPoint, Excel, Teams).
Why Work with Us?
We are a small organization that makes a big impact in the national Canadian arts landscape, which means our talented team members are recognized quickly and given new opportunities for growth and career progression not typically seen at larger arts organizations. ACI offers competitive compensation, generous vacation entitlement, a benefits program, and the flexibility to work from home. We are firm about only emailing during designated business hours so that you can focus on your personal relationships and passions during off-hours.
On Diversity
The Art Canada Institute prides itself on the range of voices represented in our programming and seeks to reflect that diversity in our team. We recognize that an inclusive workplace is key to promoting excellence and allowing all staff to reach their greatest potential. We will ensure that every job applicant is treated fairly with respect to race, ethnicity, gender, sexual orientation, socio-economic status, age, physical ability, religious belief, educational background, marital status, and parental status. Please let us know if you need any accommodations.
Main Responsibilities
i. Supporting the Executive Director and Executive Team
- Managing incoming and outgoing email correspondence and calendars for the Executive Director
- Booking travel, transportation, and accommodation, and organizing and filing the executive team’s receipts and expenses
- Generally intuiting, anticipating, and fulfilling executive-level administrative needs
ii. Donor Management
- Working with the Development Officer and Director of Finance to maintain records in the donor database, ensuring accuracy and validity of information
- Supporting ACI donor relations activities as required, including the preparation of acknowledgement letters and other correspondence to donors
iii. Board of Directors and Corporate Records
- Supporting the Administration Manager with the coordination of Board meetings, including responding to communications from Board members
- Supporting the Administration Manager with maintaining and updating of the official corporate records and minute books
iv. General Administration Support
- Manage letters of agreement to external contractors, including preparation and execution of letters of agreement
- Assist in the planning and execution of events
- Assist in content creation for ACI’s social media channels
- Oversee the organization’s general email inboxes and responding/forwarding inquiries
- Schedule and chair internal meetings, including taking minutes and recording action items
- Organize printing, courier, and special deliveries and preparing appropriate stationery (e.g., cards, mailing labels, and packaging)
- Complete in-person miscellaneous jobs in downtown Toronto one day a week
Key Skills and Attributes
- Excellent organization and time-management skills with ability to prioritize effectively
- Ability to work in a deadline-driven role
- Positive and highly professional attitude
- Ability to work independently and collaborate as part of a virtual team
- Confidence to speak to external stakeholders
- Strong self-presentation skills
- Full fluency in Adobe, InDesign, Zoom, Teams and Microsoft Suite, including Word, PowerPoint, and Excel
- Knowledge of Hootsuite and social media programs
- Knowledge of Asana project management software is an asset
- A valid driver’s licence is an asset
Qualifications
- Impeccable grammar and writing skills
- Impeccable attention to detail
- Strong research skills
- Knowledge of Canadian art
- Must be available for weekly in-person meetings in Toronto
- Minimum 2 years of experience in administration
How to Apply
Please submit your CV and cover letter to jobs@aci-iac.ca by November 29, 2024. The cover letter should explain why you believe you are a strong candidate for this role. Please note that applications that do not include cover letters will be deemed incomplete and will not be considered. We thank all interested candidates but only those who are shortlisted for interview will be contacted.