Administrative Assistant

Date Posted: Jan 12, 2019
Application Deadline: Jan 20, 2019
Start Date: Jan 12, 2019

Salary Range: 20K - 30K
Province: Ontario
Region: Metro Toronto Area
City: Toronto
Employee Benefits: N/A
Organization's Field/Discipline: The Arts
Job's focus: Administrative
Job Type: Part-time
Career Level: Intermediate

Organization Description

K+D (Kalaman + Demetriou)

K+D provides cataloguing, collections management and art advisory services to private, corporate and institutional collectors across Canada. K+D is the only full-service firm of its kind, and the only company in the country that maintains a national team of art experts who specialize in historical and contemporary Canadian and international art. We are based in Toronto, with satellite offices in Vancouver and Halifax. 



Job Description

The Administrative Assistant will provide direct support to the two Principals of the firm, and will manage essential administrative functions for the company including assisting with daily operations. We are looking for someone who is highly organized and detailed-oriented with superior communication skills, strong judgment, and excellent time-management skills. The successful incumbent will work closely with the leadership team to effectively support K+D’s operations and its national team of arts professionals.

Duties + Responsibilities
Supporting the Principals:
  • Help to manage Principals’ schedules, coordinate travel and meeting arrangements. Ensure that Principals’ schedules are supported and well-coordinated with K+D duties.
  • Assist with Principals’ communications, including prioritizing and summarizing incoming material, drafting and disseminating correspondence, and directly responding to emails when appropriate.
  • Provide administrative support to the Principals, including drafting, editing and proofreading correspondence, presentations and reports.
  • Proactively assist with writing and sending out correspondence and managing contact information updates.
  • Provide support for Principals’ responsibilities relating to external boards, committees and industry associations.
  • Screen phone calls and resolve issues that do not need the Principals’ attention, where appropriate.
  • Collect receipts; create and submit timely expense reports for the Principals; and provide regular updates on office spending.

Office Administration:
  • Maintain the K+D national social calendar, including researching and diarizing art events such as gallery openings, exhibitions, art fairs, fundraising galas, auctions, and more.
  • Update and maintain K+D’s database of contacts (clients, art dealers, galleries, auction houses, artists, conservators, prospects, and more).
  • Manage administrative duties such as mail, messages, couriers, supplies ordering, and maintaining hardcopy and digital files.
  • Manage K+D’s remote-working tools and accounts (Slack, Asana, Dropbox, Zoom, Zoho, Toggl)
  • Track and diarize the teams’ vacation requests, lieu days, etc.
  • Coordinate the distribution and delivery of assets and materials to organizations, venues and partners (e.g. for sponsorships or patron recognition).
  • Coordinate the production of the company’s collateral, ensuring accuracy and on-time delivery (e.g. business cards, stickers, labels, cards).
  • Maintain office files and records.
  • Perform tasks and assignments that are sensitive and often confidential in nature.
  • Perform other administrative tasks and duties as required.


Requirements:

This position requires a college or university degree and should have a minimum of three (3) years of progressive experience in an administrative role. The ideal candidate brings a great energy to a small, remote working team and has a strong interest in supporting the growth of, and growing with, a young firm.
  • Strong interest in, and knowledge of, the visual arts to communicate effectively with clients and industry peers, and provide meaningful support to the leadership team.
  • Excellent interpersonal and communication skills, both written and verbal (in particular, excellent spelling and grammar).
  • Ability to take direction, work independently, and meet deadlines.
  • Organized, detail-oriented, and punctual with ability to multi-task.
  • Ability to maintain composure under pressure and with competing demands.
  • Proficient in MS Word, MS Excel, Keynote, Adobe Acrobat, etc. Must be comfortable using remote working tools (e.g. Slack, Dropbox, Asana, Zoho, Toggl); training will be provided, as needed.


Additional Info:

This is primarily a remote/work-from-home position. The Administrative Assistant must be flexible with scheduling changes and be available to attend some art events during evenings and weekends. 


 

How to Apply:

Please submit a résumé and cover letter in PDF format to the attention of Angelica Demetriou, Principal at contact@kplusd.ca. Please note Administrative Assistant in the subject line. We thank all interested candidates but only those considered for an interview will be contacted.