ADMINISTRATIVE COORDINATOR, RENTALS & SUMMER PROGRAMMING

National Arts Centre; Ottawa; On-site; CAD 45,000 - 55,000; Full time

Job summary

An arts organization in Ottawa is seeking an Administrative Coordinator to support Summer Programming and Rentals. Responsibilities include coordinating contracts, managing artist payments, and providing administrative support to the team. Candidates should have a relevant degree and at least two years of experience in an administrative role, with proficiency in Microsoft Office. Bilingualism is required for this position, which may involve working evenings or weekends.

Qualifications

• Minimum two years of administrative experience.
• Basic knowledge of accounting practices.
• Experience in the music or performing arts industry is a plus.
• Bilingualism in both official languages is required.

Responsibilities

• Coordinate contracting for Summer Programming.
• Manage payments for artists with Finance Department.
• Provide administrative support to the team.
• Process invoices and monitor finances.

Skills

Administrative support

Event coordination

Contract management

Communication skills

Ability to work irregular hours

Education

Post-secondary degree in Arts Administration or related field

Tools

Microsoft Office Suite

MS Teams

Job description

Key Activities

Reporting to the Executive Producer, Popular Music and Variety the Administrative Coordinator provides general administrative support and event coordination for the Summer Programming and Rentals Departments. 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 Summer Programming with the Associate Producer;
• Coordinating all contracting and settlements for the Rentals Department with the Rentals Manager;
• Coordinating all artist payments with the Associate Producer and the Finance Department;
• Working with the Associate Producer 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 Summer Programming Team, and the Rentals department;
• Processing invoices for payment;
• Monitor and tracking of all Summer finances and Rentals settlements;
• Prepare to be onsite to welcome and host artists and clients, if required;
• Gathering administrative materials as required for Summer Programming Team and the Rentals department;
• Ensure all data is organized and centrally located, as directed by Executive Producer;
• Assist the Marketing and Communications departments when necessary.

Skill Requirements

• 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;
• Basic knowledge of accounting practices required;
• Experience working within the music industry or performing arts industry is an asset;
• Professional experience with contract management is an asset;
• Strong proficiency 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;
• Bilingualism in both official languages is required