Administrative Assistant

Date Posted: Dec 18, 2019
Application Deadline: Jan 03, 2020
Start Date: Jan 27, 2020

Hourly From: $15/hr To $20/hr
Province: Ontario
Region: Metro Toronto Area
City: Toronto
Employee Benefits: Other (e.g. flex time, comp tickets, etc.)
Check Additional Info section for more Employee Benefits
Organization's Field/Discipline: The Arts
Job's focus: Administrative
Job Type: Part-time
Career Level: Entry level/ intern

Organization Description

Women in Film & Television - Toronto (WIFT-T)

Founded in 1984, Women in Film & Television – Toronto (WIFT-T) is a not-for-profit professional organization that supports women in screen-based media—film, television and digital media—to build, advance and sustain their careers nationally and internationally. Our mission is to enhance the skills of our members so they can become significant decision-makers at all levels of the industry. This is achieved by providing access to high quality programming, mentoring, networking and industry events that recognize the talents and potential of women.



Job Description

The part-time Administrative Assistant reports to the Executive Director and will work closely in a fast-paced and small team environment with the Executive Director and WIFT-T staff, Board of Directors, and bookkeeper to provide organization-wide administrative, operating and membership, programming, and special event support.

The Administrative Assistant will be responsible for handling administration and logistics related to: Financial administration; Board of Directors administration; Office administration; HR administration support; Membership support and Special Events & Programming as required. The Administrative Assistant is expected to attend and work WIFT-T’s three main public events: WIFT Showcase, Reception@TIFF and Crystal Awards which involves early mornings and evenings.

Key Responsibilities

Financial Administration
  • Process account payables on a bi-weekly basis (includes: bookkeeping preparation, coordinating signing of cheques, filing and mailing duties) 
  • Generate account receivable invoices (using Quickbooks)
  • Carry out banking deposits and bill payments
  • Manage petty cash
  • Assist with annual audit process
Board of Directors Administration 
  • Schedule and coordinate logistics for WIFT-T and Foundation for WIFT-T quarterly Board meetings and the Annual General Meeting (includes booking venues, catering, tech needs, handling rsvp’s, etc.)
  • Distribute Board meeting and AGM documents via Dropbox
  • Attend and take minutes at Board Meetings and Annual General Meeting
  • Maintain all Board-related documents and liaise with governance lawyer
Office Administration
  • Maintaining and ordering office supplies; sourcing, leasing, purchasing and maintaining office equipment and computers; liaising with IT providers and other office suppliers
  • Responsible for opening and distributing mail; coordinating courier deliveries 
  • Maintaining database records
  • Creates and updates administrative documents on the server (contact lists, process documents)
HR Administration
  • Collating job applications, correspondence with applicants, scheduling employment interviews
  • Conducting office admin orientations with new employees
Membership Administration Support
  • Membership processing admin support (including general inquries, verifying payment, filing, Member Area password support/resets, issuing event refunds)
  • Weekly Membership database/CRM export (backup)
Programming & Special Events Administration Support
  • Providing administrative support related to programming as needed (producing signage, name tags, etc.)
  • Attends WIFT-T’s three public events (WIFT Showcase, Reception@TIFF, Crystal Awards) and provides onsite support.


Requirements:

Qualifications 
  • Minimum of one years’ work experience in any of the following; office administration, finance administration, board/executive administration
  • Post-secondary degree in arts administration, event management, film studies or related field
  • Experience or knowledge of working with Quickbooks
  • Excellent time-management, multi-tasking and organizational skills
  • Excellent verbal and written communication skills
  • Proficient with Microsoft Office, especially Excel, on a PC platform
  • Must be able to work occasional evenings and early mornings 
Assets
  • Knowledge of and experience in the Canadian screen-based industry 
  • Experience working in a non-profit organization 
  • Experience with Eventbrite


Additional Info:


 

How to Apply:

Qualified candidates should email with “Administrative Assistant” in the subject line their cover letter (attention Karen Bruce), CV, and three references (including email and phone contact details) as a single document attachment to:  jobs@wift.com
 
No phone calls please. Only candidates selected for an interview will be notified. WIFT-T is an equal opportunity employer.
 

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