Executive & Administrative Assistant

Grand Theatre London; Ontario; On-site; CAD 40,000 - 50,000; Full time

Job description

ABOUT THE GRAND THEATRE

The Grand Theatre is known for world-class theatre created and built in London, Ontario. As southwest Ontario’s premiere producing theatre and one of the most beautiful theatre spaces in Canada, the company has deep ties to the community and to its artists, artisans, and technicians.

As a vibrant cultural hub and not-for-profit professional theatre, the Grand serves to gather, inspire, and entertain audiences in London and beyond. At our home in downtown London, we create productions on two stages: the Spriet Stage (839 seats) and the Auburn Developments Stage (144 seats). The Grand season of theatrical offerings runs from September to May, and we collaborate with companies and artists across the country through our co-productions that see London-made artistic and creative work travel to audiences nation-wide. Through our successful COMPASS New Play Development Program, the Grand is committed to developing and premiering new, original works and supporting the growth and reach of theatre writers and creators. Our recently renovated venue offers a contemporary and welcoming environment that is also home to several successful music series, community arts rentals, cultural and special events.

A cornerstone of the organization is our place as a teaching theatre, exemplified in our many mentorship programs and highlighted in our annual Grand Theatre High School Project. As the only program of its kind in the country and currently in its twenty-sixth year, the High School Project involves as many as one hundred high school participants annually from schools across the region. These students participate at no cost and take on roles both on stage and off, in a fully realized mainstage production under the direction of a professional creative team.

The Grand Theatre is located on the traditional lands of the Anishinaabek, Haudenosaunee, Lūnaapéewak and Attawandaron Peoples. We acknowledge with gratitude the significant historical and contemporary contributions of local and regional Indigenous Peoples and of all the Original Peoples of Turtle Island (also known as North America). We are honoured to live, work, and tell stories together on this land.

OUR COMMITMENT TO EQUITY, DIVERSITY, INCLUSION & RECONCILIATION

The Grand Theatre is committed to creating and practicing a company culture that ensures an accessible, equitable, inclusive, and welcoming space for all. We encourage applicants to review the Grand’s commitments to Equity, Diversity, Inclusion and Reconciliation on our website to confirm that your personal and professional values are aligned with this vision, and we invite you to reflect on these commitments in your submission.

THE OPPORTUNITY

The Grand Theatre is seeking a full-time Executive & Administrative Assistant to support the administrative operations of the theatre through:

• Coordinating and implementing of The Grand Theatre’s strategic plan
• Providing direct support to the Executive Director
• Office management & general administrative assistance
• Grant and foundation application writing & administration
• Support to the Grand’s boards, committees and meetings

The successful candidate will have excellent interpersonal & communications skills, administrative skills, some professional/grant-writing experience, and will be able to provide excellent project & task coordination to the larger Grand Theatre organization.

Qualifications and Competencies

• 2+ years in an administrative capacity
• Strong communication skills, both written and verbal
• Professional writing experience, and excellent proofreading skills
• Creative perspective, a disciplined work ethic and a calm attention to detail
• Highly organized, able to manage tight deadlines, competing priorities and overlapping timelines
• Good humoured, tactful and collegial in every interaction, while maintaining a high degree of confidentiality
• Interest in and passion for Canadian theatre & the non-profit performing arts world
• Adept at working with a variety of technology tools including:
• Microsoft Office: Outlook, Word, Excel, Teams – required
• Virtual meeting software: Zoom, Teams – required
• Sharepoint – an asset
• Tessitura – an asset
• Other experience that is considered an asset to this role:
• Grant and/or policy writing
• Organization and office management

Key Responsibilities

Direct Support to the Executive Director

• Act as a key coordinator for the implementation of the Grand’s next Strategic Plan
• Assist the Executive Director with day-to-day tasks as delegated
• Support the ED in effective policy development
• Provide support to HR advisory services of the theatre
• Attend meetings and provide administrative support to the ED
• Other duties as assigned
  

Grant and Foundation Applications & Administration

• Collaborate with the ED and senior leadership team on grant applications
• Research foundations, grant & other funding opportunities
• Lead on charitable foundation research and applications
• Assist the Senior Manager of Finance with regular CADAC statistics reporting
  

Support to Boards, Committees & Meetings

• Attend and support all meetings of the Grand Theatre staff & board
• Support special events of the board
• Maintain and update the board work plan and calendar
• Provide support to meetings of the Grand staff and senior leadership team
  

Office Management & General Administration

• Accountable for the organization of the Grand’s administrative offices
• Order and manage the office supplies budget
• Liaise with the Grand’s IT Director
• Assist the building operations team
• Organize the Annual Report plan
• Maintain an ongoing schedule of administrative deadlines
• Support the onboarding of all new hires
• Assist with mailing and shipping throughout the organization
• Other duties as assigned
  

This full-time, ongoing role reports directly to the Executive Director and works closely with all senior leaders, board members and staff. Our work environment is primarily in-person at 471 Richmond Street in downtown London, Ontario. Work hours are 35 hours per week, typically 9am to 5pm, Monday through Friday, with some flexibility. Some evening and weekend work is expected, particularly surrounding board meetings, opening nights and grant deadlines. Salary range is between $40,000-50,000 per annum, commensurate with skills & experience. The Grand offers a comprehensive compensation package that includes generous extended health, dental, retirement and complimentary ticket benefits. New hires must be legally able to work in Canada, must provide a recent and clear police information check, and must sign on to the theatre’s employee handbook and health & safety policies, which form part of the employment agreement.

TO APPLY

Please submit a cover letter, resume and a one-page professional writing sample, by email to:

Subject: Executive & Administrative Assistant

Applications will be reviewed as received, no later than October 21, 2024. We thank all candidates for their interest in this position, however, please note that only those selected for an interview may be contacted.

The Grand Theatre is committed to a selection process and work environment that is inclusive, equitable and accessible. We welcome applications from qualified individuals that reflect the abilities and diversity of communities we serve. The Grand Theatre will proactively provide accessibility solutions to job applicants throughout the recruitment process. If you require accommodation, please notify us and we will work with you to meet your needs.