Administrative Manager and Assistant to the Executive Director
Music and Beyond - Ottawa, ON

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Administrative Manager and Assistant to the Executive Director

Assists the Executive Director in the day-to-day operations of Music and Beyond. This is a details-oriented, hands-on position. The successful candidate should possess superior organizational skills, exceptional interpersonal skills, and have experience in supervising employees, directing office operations, working with volunteers, and implementing financial management systems.

This is a significant position with one of Canada's major cultural festivals. The successful candidate should demonstrate the ability to achieve the highest levels of organization and an uncompromising drive to see all projects through to completion. A strong comprehension of the arts and not-for-profit world is essential. There are excellent opportunities for advancement as the organization grows.

Superior working knowledge of Microsoft Word, Excel and e-mail, and the ability to guide others in the effective use of these applications is essential. Must have a demonstrated ability to develop and maintain a well-organized filing system that permits easy reference and retrieval of information. Must be prepared to work flexible or extended hours on certain occasions.

Bilingualism is an asset.

Reports to: Executive Director

Employee Supervision

  • Responsible for understanding the mission and the mandate of Music and Beyond and communicating it to all employees
  • Responsible for the day-to-day monitoring and supervision of all employees and office-based volunteers, including payroll deductions and Revenue Canada obligations (with assistance of accountant)
  • Responsible for keeping the Executive Director informed on all issues and developments

Office Management

  • Ensures computers and computer network are fully operational and properly used by staff
  • Responsible for training staff on computer use
  • Orders all office supplies and monitors and tracks use
  • Implements document management systems
  • Receives and sorts all mail
  • Responsible for keeping the Executive Director informed on all issues and developments

Artists

  • Responsible for implementation of artist contracts and paying artists from information provided by the Executive Director
  • Responsible for arranging and confirming artists accommodation (with help from other staff)
  • Responsible for implementing paperwork necessary for foreign artists
  • Responsible for keeping the Executive Director informed on all issues and developments

Volunteers

  • Seeks out key volunteers to assist in main office tasks (with assistance from the volunteer coordinator)
  • Assists in volunteer recruitment, training, management and recognition (with assistance from the volunteer coordinator, and other staff and volunteers)
  • Responsible for communicating the mission and the mandate of the Music and Beyond to all volunteers (with assistance from the volunteer coordinator)
  • Responsible for keeping the Executive Director informed on all issues and developments

Financial Systems

  • Provides revenue and expenditure information to the bookkeeper
  • Invoices and receives payments
  • Organizes bank deposits
  • Responsible for monitoring and tracking all inventory
  • Monitors sales financial transactions at all times (including house manager reports and merchandising)
  • Provides monthly reports to the Executive Director
  • Responsible for keeping the Executive Director informed on all issues and developments

Ticket Tracking and Implementation

  • Responsible for coordinating the production, distribution tracking and accounting of all tickets and passports (with assistance of other staff and volunteers)
  • Responsible for keeping the Executive Director informed on all issues and developments

Funding

  • Responsible for assisting the Executive Director in timely completion of all follow-up reports to grantors and sponsors
  • Assists in the implementation of individual donation appeals including all mail-outs

Publications/Marketing

  • Assists in planning timelines for all publications with the Executive Director
  • Responsible for ensuring complete and timely production of all publications (brochure, program books, newsletters)
  • Monitors spending on all advertising based on directives from the Executive Director

Merchandising

  • Orders merchandise as directed by the Executive Director
  • Tracks all merchandise sales

Interested and qualified candidates are invited to forward a cover letter and resumé in confidence to Music and Beyond by email to development(at)musicandbeyond.ca or by mail to:
Music and Beyond
Box 20585, RPO Rideau East
Ottawa, ON
K1N 1A3

The deadline date for receipt of applications is September 16, 2013.
Music and Beyond thanks all applicants for their interest however, due to the large
number of anticipated applicants, only those selected for an interview will be acknowledged.


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