ADMINISTRATIVE COORDINATOR, 2023 SUMMER PROGRAMMING

ADMINISTRATIVE COORDINATOR, 2023 SUMMER PROGRAMMING

 

Competition number: J0123-1203

Department: Summer Programming

Status: Full-Time, term (February 2023 – September 2023)

Hours: Monday to Friday (35 hours per week) – flexible schedule: occasionally may be required to work outside of regular hours to support operational needs.

Annual/hourly salary: $46,500—$60,000 (position with benefits and pension plan)

Closing date: March 2, 2023

 

COVID-19 Pandemic

The incumbent may be required to work remotely either full-time or in a hybrid fashion until the end of the pandemic. All necessary working tools needed to fulfill the duties and responsibilities of this position will be provided to the employee for this purpose.

Resulting from the COVID-19 pandemic, to ensure the safety of all NAC employees, and in keeping with Ottawa Public Health (OPH) guidelines, it is recommended that while working from the NAC employees should wear masks. Whether individuals decide to wear a mask or not, we thank you for being respectful of others’ choices. Additionally, it is recommended to follow OPH guidelines on workplace preventive practices, (such as distancing, masking when distancing is not possible, ventilation, cleaning, workplace testing, and screening programs) to help prevent transmission.

 

On occasion, the NAC may impose the wearing of masks and the enforcement of rapid testing should it be deemed reasonable and necessary to do so.

Please know that although we remain under a declared pandemic, events and activities are gradually returning to the building. Consequently, staff members are expected to return to the workplace as required, or perform a combination of remote work and work from the National Arts Centre (NAC). Your direct supervisor will provide guidance and information related to the NAC's Hybrid Work Policy.

 

Introducing the National Arts Centre

The National Arts Centre (NAC) is Canada’s bilingual, multi-disciplinary home for the performing arts. The NAC presents, creates, produces, and co-produces performing arts programming in various streams—the NAC Orchestra, Dance, English Theatre, French Theatre, Indigenous Theatre, and Popular Music and Variety—and nurtures the next generation of audiences and artists from across Canada.

Curious to learn more? We invite you to read our strategic plan for 2020-2023 in The Next Act.

Collaboration, innovation and community-led engagement are only some of the many initiatives the NAC will leverage to help shape a more diverse, equitable, and inclusive future for the performing arts in Canada, one that embodies our slogan and loudly proclaims that Canada is our stage.

 

Key activities:

Reporting to the Executive Producer, Popular Music & Variety, the Administrative Coordinator provides general administrative support and event coordination for the Summer Programming Department. The incumbent also has duties relating to financial, database, and contract management, and shares overlapping duties with the other members of the team as required. This position may require the selected individual to regularly work a flexible and irregular schedule with occasional evenings and weekends.

Duties include:

• Coordinating all contracting for 2023 Summer Programming with the Associate Producer;

• Coordinating all artist payments with the Associate Producer and the Finance Department

• Working with the Company Manager to coordinate all travel bookings and hotel allocations for artists;

• Liaising between the Associate Producer and artists to acquire and action information regarding production management, including riders, promotional materials, ground transportation, and hospitality;

Provide ongoing administrative support to the Executive Producer, the Associate Producer and the NAC 2023 Summer Programming Team.

• Processing invoices for payment;

• Monitor and tracking of all Summer 2023 finances;

• Prepare to be onsite to welcome and host artists, if required;

• Gathering administrative materials as required for Summer Programming Team;

• Assist Day Camp Director in preparation, logistics, and communications;

• Ensure all data is organized and centrally located, as directed by Associate Producer;

• Assist Marketing and Communications departments when necessary.

 

Required qualifications:

• Post-secondary degree in Arts Administration or in a related field, or an equivalent combination of education, training and experience;

• A minimum of two (2) years of related experience in an administrative role;

• Experience working within the music industry or performing arts industry is an asset;

• Basic knowledge of accounting practices required;

• Professional experience with contract management is an asset;

• Proficient in Microsoft Office Suite, including Word, Outlook, Excel and PowerPoint, and MS Teams;

• Ability to adapt quickly to a fast-paced and highly charged environment;

• Ability to coordinate a variety of activities simultaneously and manage priorities accordingly;

• Proactive approach to work, including being resourceful, dependable, detail-oriented and self-motivated;

• Excellent communication skills and ability to deal with a wide range of people, organizations, and internal and external clients on behalf of the Team;

• Flexibility to work within an irregular schedule depending on operational requirements;

• Strong proficiency (verbal and written) in English is required; bilingualism in both official languages would be considered an asset.

 

Who can apply:

Persons residing in Canada and Canadian citizens residing abroad. Preference will be given to Canadian citizens.

All communication will be conducted through email and interviews via videoconferencing. Please ensure to have the most up-to-date information on your résumé including your current email address.

If you are a person with a disability and require accommodation for an interview or written exam, please advise us when initially contacted.

The successful candidate will be required to provide the original or a certified true copy of their education credentials as appropriate, along with proof of a valid Background Check as a condition of employment.

While we appreciate all applications, only those selected for an interview will be contacted by us.

 

How to apply:

Please submit your cover letter and résumé online through the “Career Opportunities” section of our website at https://nac-cna.ca/en/careers.

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