Office Manager
Hillside Festival - Guelph, ON

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Hillside is looking for a year-round Office Manager to work with our busy team in a creative and flexible environment

Title: Office Manager
Contract: full-time, starting first week of May 2013
Compensation: TBD, based on education and experience
Reports to: Executive Director
Takes direction from: Artistic Director for artistic administration
Supervises: Co-op students & helps to offer direction to Summer Student
The ideal Hillside Office Manager is someone who can work on multiple projects at the same time with a measure of ease and focus. Some of these projects are small, some are time-consuming, and some are drawn out over several months. None is hard, but all require attention to detail, fantastic organization, and the ability to work independently and under pressure. On a daily basis, the Office Manager works with the Artistic Director, Volunteer Manager, Executive Director, Bookkeeper, students, volunteers, the graphic designer, and the web designer, offering support where needed and gathering information speedily from them so that s/he can stay on schedule. Hillside is a not-for-profit organization with a life-affirming vision that has sustained thousands for 30 years. To thrive in this environment, you need to be creative, communicative, and motivated by the big picture rather than a clock-puncher or a form-filler.
The key components of this position’s work are in artistic administration, box office, marketing, and office organization.
Duties
Artistic Administration:

  • Processing of artistic contracts
  • Communicating with booking agents and band managers
  • Providing border letters
  • Organizing hotels, airport pickups, camping lists
  • Performer Hospitality catering contract
  • Sending out advancing email
  • Performer Packages
  • Conducting meetings with various coordinators
  • Contracts of other performance areas
  • Sending riders/backline info to Tech Production Manager
  • Compiling Gate Books
  • Red car schedule
  • Guest Lists
  • Performer Bios & Photos for website/program
  • Ordering wristbands
  • Laminates
  • Performer merch
  • Calm Zone binder
  • Communicating with artists about vehicle arrivals
  • Working with coordinated areas (Spoken Word, Children’s Area, Drum & Dance, Aboriginal Circle)
  • Organizing Everything-to-do-with-Performers meetings

Box Office:

  • Tracking Ticket sales at outlets and TicketBreak
  • Printing tickets in office for comps/vendors etc.
  • Printing Will Call lists
  • Picking up money from outlets
  • Organizing onsite box office
  • Ticket Reports
  • Planning and execution of the on-sale day
  • Selling of tickets via: cash register, POS machine, online sales
  • Holiday Promotions
  • Ticket Plan

Office:

  • Answering phone calls & following up with emails
  • Ordering office supplies
  • Collecting/sending out mail
  • Z- Tapes/ Cash Register
  • Organizing meetings
  • Depositing cheques
  • Membership sales
  • Parking Passes
  • Reports
  • Reviewing financial sales invoices
  • Reconcile Z-Tapes, G/L of tickets and merch for audit

Other:

  • Newsletter announcements of line-up
  • Sponsorship support
  • Media accreditation support
  • Marketing committee
  • Venue-related inquiries
  • Event rentals
  • Ordering POS, pods, cash machines
  • Website updates
  • Facebook/twitter accounts
  • Following up with program ads
  • Ordering site equipment
  • Book advertising
  • Promotion
  • Grant support
  • Track finances in areas related to job
  • Work closely with Tech Director on performer-related activities

Required Skills

  • Office Management
  • Financial Management
  • Human Resources Accountability
  • Strong Communication skills
  • Artistic Administration
  • Box Office Management
  • Microsoft Word and Excel
  • Superb attention to detail
  • Excellent organizational and time management skills.
  • Ability to work under pressure and to meet deadlines.
  • Ability to work with a wide range of constituents, including creative artists, volunteers, and patrons.
  • Capacity for grace under pressure, for showing respect and kindness to fellow workers

Please submit resume, cover letter, and list of references by Friday, April 26, 2013 at 5:00pm to Marie Zimmerman, Executive Director, Hillside Festival by email or by mail to Hillside Festival, 123 Woolwich Street, 2nd floor, Guelph, ON N1H 3V1.


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