Executive Administrative Assistant

General Responsibilities

The Executive Administrative Assistant reports directly to the Chief Executive Officer (CEO) and is responsible for administrative support of the CEO, management of government and external foundation grant applications, serves as the main staff liaison with the Board of Directors, and provides key functions in Artistic Administration, Office Management, and Human Resources.

Specific Responsibilities

Executive Administration and Support of the CEO:

• Provides the CEO with project management support for executive initiatives including the creation and implementation of strategic planning documents and the regular tracking of organizational progress against the Strategic Plan.
• Provides advanced document processing, preparation of external reports, presentations, spreadsheets, forms, and letters; drafts and provides copy editing of executive correspondence
• Supports the CEO in government advocacy initiatives and strategic communications with elected officials.
• Manages the calendar of the CEO and serves as the main point of contact for the administrative staff to communicate with the CEO and Music Director.

Government and External Foundation Grant Management:

• Collaborates with the CEO and the Director of Artistic Planning in the development of applications for government funding and external foundation grants.
• Maintains a detailed tracking calendar of all grants and final reports. This includes staying informed about new funding opportunities, programs, and changes.
• Works with appropriate staff members to gather relevant information for applications.
• Assembles final grant packages for review and approval by the CEO, and arranges for their timely submission.

Artistic Administration:

• Arranges and confirms travel, hotel, hospitality, and other services for out-of-town artists based on the annual rehearsal schedule
• Schedules ground transportation for all out of town artists with volunteer drivers or car service
• Acts as liaison for guest artists and their agents in relation to publicity, travel, and accommodation, including being ‘on call’ on occasion.
• Prepares welcome packages for guest artists with detailed information on rehearsals, performances, receptions, and other useful information.
• Assists with venue scheduling and contracting as part of annual season planning in collaboration with the Orchestra Manager, CEO, and Director of Artistic Planning
• Assists with preparation and tracking of annual artistic and production budget
• Drafts guest artist contracts based on information from the Director of Artistic Planning
• Provides administrative coordination for orchestral auditions, including being present at auditions, posting vacancies, and communication with auditionees

Board Liaison:

• Schedules regular Board meetings and committee meetings
• Coordinates the annual AGM and any other Extraordinary General Meetings of the Board
• Coordinates and distributes monthly reports, new Board member orientation package, Board manuals, and other documents
• Ensures Board manuals and other documents are kept up to date under the guidance of the Board Governance Committee
• Attends Board and select committee meetings to record minutes and follows up on action items
• Oversees compliance with society bylaws and policies, and the BC Societies Act

Office Management:

• Maintains regular timely contact with landlord, phone, copier and other technical vendors and arranges service calls as needed.
• Maintains memberships with service organizations such as Orchestras Canada, League of American Orchestras, BC Arts Alliance etc.
• Confirms approval of and reports on major office expenditures to the Finance Director.
• Makes regular bank deposits, does office invoice coding and tracking, especially for administrative credit cards, office/administrative expenses, some artistic/production expenses, and CEO expenses
• Answers VS administrative phone line and answers questions or directs calls appropriately
• Maintains stock of office supplies.

Human Resource Administration:

• Registers and tracks new employee completion of any necessary professional training programs (e.g., Anti-Harassment training and Cyber Security training).
• Manages new employee office orientation and access, including keys, alarm system, evacuation plan, etc.
• In collaboration with the Director of Finance, suggests and makes annual updates to the VS Employee Handbook.
• Oversees and manages the safety of employees and clients as “Acting Safety Officer”.

Qualifications

• Bachelor’s degree in business administration, arts administration, or similar field; experience may be considered in lieu of a degree.
• Excellent written and verbal communication and presentation skills.
• Must have strong skills in MS Office suite and be familiar with other office tools like Zoom, Basecamp, or similar. A general aptitude for adopting new technology is an asset.
• A self-starter, who can manage duties and tasks independently.
• Highly organized with the ability to manage multiple calendars, priorities and on-going projects. Must be able to ‘connect the dots’ between the executive office and the organization.
• A high level of emotional intelligence, a positive attitude and the ability to forge relationships. Skilled at assessing and aligning individuals with goals and objectives.
• A genuine interest and enthusiasm for classical music preferred
• Able to maintain confidentiality and exhibit professionalism at all times
• Knowledge of non-profit board governance would be a valuable asset.
• A valid driver’s license, and vehicle access are considered assets.

To apply:

Please send your cover letter and resume to admin@victoriasymphony.ca  referencing ‘Executive Administrative Assistant Application’ in the subject line. Qualified candidates from all backgrounds are encouraged to apply; Canadian citizenship/permanent residency is required.

This position will remain open until filled.

The Victoria Symphony hires based on merit and is committed to represent the communities we serve. As such, we welcome applications from individuals who are Indigenous, LGBTQIA 2S+; persons with disabilities; women, non-binary, and individuals from racialized communities and other equity seeking groups who may contribute to the organization. Accommodations are available throughout the recruitment process. Please inform us of any accommodation requests.

We thank applicants for their interest, however, only those advancing in the process will be contacted.

Remuneration:

This is a full-time position, with some work outside of office hours on evenings and weekends. Annual salary of $50,000 to $55,000, plus 2 weeks paid vacation, 1 paid week off at Christmas, and benefits, negotiable commensurate with experience.