Executive Assistant

Date Posted: Aug 05, 2022
Application Deadline: Sep 02, 2022
Start Date: Sep 12, 2022

Salary From: 40K To 55K
Province: Ontario
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: Full-time
Career Level: Intermediate

Organization Description

ArtHaus Music

ArtHaus was launched to give artists a true home to gather and create.

It is a new approach to the music business — one that emphasizes community and collaboration to let culture flourish.

ArtHaus has supported hundreds of emerging artists and entrepreneurs through experiential mentorship programs, mental wellness initiatives, and multi-purpose live, work and event space.



Job Description

Role Description
The Executive Assistant will support the CEO/Founder. This role consists of a broad range of administrative and coordination duties and requires someone who thrives in a supportive role, is highly organized, and can multitask. This position assists in maintaining up-to-date correspondence, schedules meetings, plans and organizes events, and ensures that administration and operations are running smoothly across the company and office spaces. Flexibility, adaptability, positivity, and an ability to react quickly in fluid and fast paced environments are critical for success in this role. The Executive Assistant uses observation and critical thinking skills to foresee the needs of the CEO/Founder, ensuring they are adequately prepared to execute on their priorities.

Responsibilities include, but are not limited to: 
  • Primary assistant to the CEO and Founder:
    • Manage calendar planning and daily schedule, prioritize meeting requests for review, ensure CEO has access to all meeting addresses, links, phone numbers, invite participants, set up meeting preparation
    • Prepare meeting packages and briefing notes
    • Review and prioritize incoming correspondence and inquiries 
    • Prepare and format correspondence and documents
    • Coordinate and arrange for travel and accommodations as needed
    • Work flexibly in person, online and by phone to support CEO priorities
    • Reconciling credit card statements and receipts, sorting invoices and payment requirements 
    • Assist with personal duties 
    • Other duties as assigned    
 
  • Office and interpersonal management 
    • Assist in management of internal staff communications and meetings
    • Support staff in compiling data, presentation decks and marketing materials to further CEO priorities 
    • Monitor general email and phone inquiries, identify priority requests and respond in prompt and professional manner or redirect to appropriate staff
    • Maintain efficient, professional and clean office environment
    • Record and file office expenses
    • Order office supplies as needed
    • Provide broad administrative support to staff as needed
    • Support events and initiatives
    • Participate in coordination of events and meetings, providing logistical support and administration
    • Attend industry events, meetings and site/venue visits for future events
    • Book restaurants or catering as required
    • Assist with event operations


Requirements:

Requirements:

  • G Driver’s License 
  • A minimum of 3 years of experience in an administration support function
  • Excellent oral and written communication skills
  • Software skills including Google Suite and MS Office
  • Social media and design skills are an asset
  • Attention to detail, organized, patient, self-motivated
  • Demonstrated ability to work with various teams at all levels both within and outside the company
  • Ability to meet tight deadlines and work under pressure
  • Ability to manage multiple projects and deadlines, and re-prioritize as things change
  • Interpersonal and communication skills 
  • Critical thinking and problem solving skills
  • Ability to navigate with finesse under pressure, and understand when to step in and assist without instruction


Additional Info:

Equity, diversity and inclusion are key components of our philosophy, and as one of the few Canadian music companies led by a woman of colour, ArtHaus is committed to empowering artists from traditionally underrepresented groups.        

We encourage applications from all qualified candidates, and invite those who identify as racialized, Black, Indigenous, and persons of any sexual orientation or gender identity. 

If you require any accommodation during the application or interview process, please let us know and we will be happy to assist you.
 

How to Apply:

Please send a cover letter describing your experience, your interest in the role and industry + your resume (in one PDF) by email to info@arthausmusic.com with subject line “Executive Assistant position”.

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