Executive Assistant

Date Posted: Sep 22, 2021
Application Deadline: Dec 01, 2021
Start Date: Nov 15, 2021

Salary From: 40K To 50K
Province: Ontario
Region: Halton Region
City: Burlington
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: Full-time
Career Level: Intermediate

Organization Description

Sound of Music Festival
Sound of Music has exploded in size since it’s modest beginnings in 1980 as a celebration to the Burlington Teen Tour Band. Operating as a not-for-profit corporation, the organization stages Canada's Largest Free Music Festival every year in June. Due to the passion, love and commitment of hundreds of volunteers, a small staff, and a roster of generous sponsors and suppliers music takes over Burlington Downtown and Waterfront.

As the region’s largest music event we support an eclectic combination of new and emerging artists, past favourites and some of today’s most popular performers.

Music can be heard throughout our downtown for nine days straight.

From our ticketed Kick-off Concert, to our Sound of Music Club Series that brings local talent to the spotlight one show at a time, and of course our Grande Festival Parade, an ongoing tradition since 1980, there’s no shortage of entertainment on every corner. The Downtown Streetfest, Children’s Village, carnival, vendors and FREE concerts on Father’s Day Weekend never cease draws crowds of all ages, from near and far.

Sound of Music Festival is a part of Burlington.

The Festival brings people together and creates memories and traditions that last a lifetime. The Festival remains an annual event and is the region's biggest event of the year, generating 12.5 million in economic activity and playing host to well over 200,000 visitors.

Job Description

The Burlington Sound of Music Inc.
For over 40 years music has flooded the Burlington waterfront. From its humble beginnings as a celebration of the Burlington Teen Tour Band to Canada’s Largest Outdoor Free Music Festival and an International Artist Showcase!

The registered Not-For-Profit, Sound of Music Inc. (SOM) houses two properties, The Sound of Music Festival and Live on the Lake.

The time has come that SOM is seeking its newest member of the team to help us move to the next phase of growth. We are looking for someone with the drive to initiate and make a true impact.

Acting as the assistant to the Chief Executive Officer, you will find yourself in a position with a wealth of resources to empower your personal and career growth.

Benefits to You
You will broaden your experience in communications, project management, and administration which are the keys areas required to support the Chief Executive Officer (CEO) of this award-winning organization. While your day-to-day will be working closely with the CEO; you will also be working with a team of industry professionals and highly skilled volunteers that will create an excellent opportunity for you to contribute to the organization while working with cross-functional teams.

What will you do?

As a critical administrative support provider to the CEO, the Executive Assistant will be responsible for:
  • Overseeing all incoming and outgoing communications, including emails, phone calls, reports, and internal correspondence
  • Keeping the CEO’s calendar up-to-date, including adding events, rescheduling appointments and providing daily briefings
  • Assisting the CEO with preparation of agendas and materials of meetings, Town Halls and arranging events/training (internally and offsite)
  • Assist with onboarding of new staff/contractors
  • Management of the organizations Social Media/Website channels; including continuous monitoring, content generation and response to inquiries
  • Permit drafting for the various municipal, provincial and federal departments (with final review and sign-off to be handled by the CEO)
  • Assisting with gathering of artist contracts, publicity, scheduling interviews and ensuring proper execution of marketing contracts
  • Record keeping and cataloguing of past and current archival materials
  • Assisting with the execution of the Festival on-site including oversight and assistance of social media executions, meet and greet management, rider fulfilment etc.
  • Acting as additional support during Festival as required
  • Acting as direct supervisor to summer students and interns
  • Ensuring all operational documents and policies are up to date in accordance with various regulations and practices
  • Completing draft reports for grant-makers and funders
  • Collecting year end statistical data from media partners and internal measures for the purpose of reporting back to stakeholders
  • Drafting of media releases and memos to stakeholders, media, staff and board
  • Managing the expenses of the CEO and corporate credit card ensuring proper reports and receipts are collected for the Treasurer/Bookkeeper
  • Acting as a runner between the CEO and the Board for purposes of collecting signatures, cheque/payment distribution etc.
  • Filing important documents, such as reports, meeting notes, emails, and letters
  • Acting as the organization gatekeeper for internal and external contacts, including vendors, clients, and customers on and off site
  • Conducting research and creating reports on various topics based on the needs of the CEO
  • Planning and organizing events that take place externally, such as fundraisers, education sessions and appreciation events in tandem with Management and Volunteers
  • Other duties as required from time to time


Key Skills/Abilities Required:

• Extensive knowledge of the Microsoft Office suite
• Must have experience with time and clerical management practices
• In-depth knowledge of social media and best practice online engagement strategies
• Must be an independent thinker with ambition and ability to lead a project
• Must have a valid Canadian driver’s license
• Must be available to live on-site (hotel and expenses covered) during the two-weeks surrounding the Festival and Live on the Lake (mid-June)


Additional Info:

Benefits & Perks of working with us:

• Strong work-life balance values (flextime and some work from home options may be available)
• Flexible dress policy
• Generous complementary ticket policy
• Did we mention Rock Stars?
• Career development and continuous learning opportunities
• Opportunity to be on the ground floor of the next exciting round of growth for this Canadian institution

How to Apply:

To be considered for this position, please apply in confidence to Myles D. Rusak, Chief Executive Officer at MRusak@SoundofMusic.ca please include resume and cover letter outlining key relatable skills.

Interviews will be conducted on an ongoing "as received" basis until the correct candidate has been found. The successful candidate must be able to suitably pass a criminal record background check.

No phone calls please.

We are an Equal Opportunity Employer. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, Burlington Sound of Music Inc. will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities. If selected to participate in the recruitment, selection and/or assessment process, please inform the team of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation

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