Administrative Coordinator

  • Full Time
  • Toronto
  • On site
  • $50,000 – $55,000
  • Deadline: June 25, 2024
  • June 25, 2024

DGC Ontario

Description

Organization Description

The Directors Guild of Canada Ontario (DGC Ontario) is a provincial labour organization representing more than 3,500 key creative and logistical personnel working in the screen-based industries in the areas of direction, assistant direction, design, production and post production management, locations, accounting and editing. DGC Ontario secures work opportunities for its Members, represents their interests through the negotiation and administration of collective agreements, and engages in extensive industry advocacy and lobbying activities at the provincial and municipal levels.

Job Description

The Administrative Coordinator is responsible for providing administrative support to DGC Ontario’s Executive Director, Director of Operations & Corporate Administration and senior management team, as well as providing administrative support for the Executive Board and the DGC Ontario office in general. Duties include, but are not limited to:

Executive Administrative Support

  • Supports the DGC Ontario Executive Director and senior management team by scheduling meetings and appointments, preparing supporting materials for meetings, arranging catering services, coordinating travel arrangements including transportation, hotel accommodations and other related requirements (i.e. car rentals)
  • Assists the Executive Director in managing their schedule and emails, maintaining their filing structure and assisting with special projects, as assigned
  • Attends and takes minutes/notes at Executive Board meetings and bargaining meetings; prepares meeting materials and distributes minutes from the meetings as required
  • Prepares and maintains a comprehensive office calendar that includes meetings, industry-related events, conferences, holidays, etc.

Executive Board Administration

  • Assists with the logistical planning and execution of Executive Board (EB) meetings, Caucus meetings and Committee meetings, including but not limited to, placing orders for catering, preparing meeting materials, arranging for a/v (zoom/hybrid meeting structure) and other equipment needs/services
  • Attends Executive Board, Annual General and General Meetings to take minutes/notes; prepares and distributes minutes from these meetings
  • Assists with maintaining the Board management software program
  • Prepares messages for Caucus and Committee meetings via Constant Contact

Interdepartmental Assistance

  • Provides administrative support to other DGCO departments as assigned by the Director of Operations & Corporate Governance
  • Collaborates with the Operations & Facilities Coordinator with prepping for the AGM, GM and other Member related events
  • Maintains the industry contact list
  • Ensures the awards section of the database is kept up-to-date

General Administration & Other Responsibilities

  • Provides general administrative support including making/taking phone calls, filing, photocopying, welcoming guests, arranging couriers and running office-related errands outside the office as required
  • Acts as backup to the Receptionist and Operations & Facilities Coordinator; covers the switchboard at lunch

Additional Information

  • This is a high-performance work environment
  • Some evening and weekend work is required (limited and subject to overtime)
  • This position is full-time in the office

How to Apply

Please submit a cover letter and resume no later than June 25, 2024 to:

[email protected] 

Incomplete submissions will not be considered.

No phone calls or follow-up emails please. We thank all applicants, however only those being considered for an interview will be contacted directly.  

DGC Ontario is an equal opportunity employer committed to fostering a diverse, inclusive and discrimination-free work environment. We consider all qualified applicants and will meet the needs of those requiring reasonable accommodations.

To apply, email your details to hiring@dgcontario.ca


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