Office Administrator

Date Posted: Aug 13, 2019
Application Deadline: Aug 27, 2019
Start Date: Sep 16, 2019

Salary Range: 20K - 30K
Additional Salary Information: Annual salary: $23,000, 3 days/21 hours per week
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

League of Canadian Poets
Established in 1966, the League of Canadian Poets is a national non-profit organization dedicated to supporting, engaging, and promoting poets and poetry in Canada. 

The League’s mission is to develop the art of poetry; to enhance the status of poets and nurture a professional poetic community; to facilitate the teaching of Canadian poetry at all levels of education; to enlarge the audience for poetry by encouraging publication, performance and recognition of Canadian poetry nationally and internationally; to uphold freedom of expression.

To learn more about the League, visit

Job Description

The League of Canadian Poets is seeking a new Office Administrator to join our team. The Office Administrator is responsible for tying together our projects, program and office needs in an efficient and goal-oriented manner. This is a multi-faceted and new role that requires a flexible and enthusiastic team player who is ready to take this job and make it their own. Duties of this role include weekly bookkeeping duties, membership care and management, administration of the annual LCP Book Awards, assistance with coordination of the Annual Conference and AGM, coordination of annual and emerging projects and programs, and general office management, including banking and financial maintenance of programs and our office. The administrator will also be asked to help with occasional research and reporting, and will assist the Executive Director, program managers, and National Council as needed. This is the perfect role for a deeply organized person with interest in improving efficiency and building toward an arts administration career.  
The Administrative Director oversees and supports the many systems and programs of the office by creating efficient processes, providing effective solutions to the challenges of a small office, monitoring program engagement and success, and tracking and reporting on program and office finances. The person in this role also participates in annual planning, and actively assists with developing and monitoring emerging projects, issues, and goals. 
In the LCP’s small office, staff must develop an ability to adapt to different programs and software, including the ability to learn on the spot: an instinct for Googling, problem-solving, and (re)learning on the fly are a must. The successful candidate will also understand the importance of both large-scale and micro-workings of a program an organization.


Below is an overview of our general required skills for this position. We are very willing to consider candidates with a diverse working background. If you feel you are capable of doing this job well but do not possess one of these prerequisites, please do still apply and tell us why you’re right for the position.  
  • Bachelor’s degree, preferably in business/arts administration or a similar field  
  • Minimum 2-3 years of experience in administrative/financial/project management (bonus points if this has been within the not-for-profit or charitable sector 
  • Detail-oriented and self-motivated working style, with an ability to work with minimal supervision  
  • Proficiency in Microsoft Excel, Adobe Acrobat, QuickBooks or other bookkeeping software 
  • Excellent communication skills, both written and verbal, are essential  
  • The ability to problem-solve and create new systems is essential  
  • Ability to work closely in a small, friendly office 
  • Experience with database management an asset 
  • Experience in fundraising an asset (a big one!)  
  • Bilingual in French and English an asset  
  • Passion for poetry and the arts would be ideal  
  • Aptitude for learning and working with new programs. Any experience with the following will be an asset: Bambora, Stripe, Plooto, Hubdoc, Wild Apricot, Google Forms, Office 365 (including Excel, Word, Outlook, OneDrive, Planner, and Flow), Trello, WordPress, Canva, Venngage, and MailChimp

Additional Info:

Responsibilities of the Office Administrator
Office Management 
  • Oversee general office administration, including mailing, printing, managing office supplies, scanning, and organizing for all team members 
  • Implement and maintain efficient administrative, financial, filing, and record-keeping systems  
  • Manage and maintain membership database and records   
  • Assist with staff/volunteer recruitment and management 
  • Manage incoming and outgoing mail for the organization  
  • Address member concerns, phone calls, and general inquiries as they arise 
  • Schedule and coordinate Board and Committee Meetings  
Management and Administration  
  • Oversee administration of League’s annual awards and contests. This includes coordination of logistics, and providing support to volunteers 
  • Support and co-ordinate annual AGM and conference and other events 
  • Liaise and co-ordinate with juries, volunteers, freelance staff, and National Council to complete projects  
  • Provide support for funding program management  
  • Provide planning and logistical support for emerging projects and programs  
Financial Administration 
  • Process payments and work with book keeper to manage office finances. This includes bill payments, processing invoices, and ensuring paperwork is up to date  
  • Manage donation records and receipts 
  • Ensure financial compliance and record keeping for purposes of annual audit, and provide support to ED and auditor as needed 
Organizational Support 
  • Participate in development of strategic plans, and improvement of policies and procedures 
  • Work closely with communications staff to promote membership, projects and programs 
  • Coordinate and complete regular reporting for National Council, Committees, Sponsors, Donors, and granting bodies.  


How to Apply:

Please send a cover letter and resume as a single PDF attachment to by Tuesday, August 27th . Please do not email or call the office about this position.

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