Executive Advisor and Office Manager

Charity Village; Calgary; Hybrid; CAD 70,000 - 81,000; Full time

Job summary

An established arts development authority is seeking a full-time Executive Advisor and Office Manager to support the President and CEO and the board of directors. This role emphasizes strong organizational skills, effective communication, and a passion for the arts community. You will manage administrative tasks, maintain a positive office environment, and ensure that equity, diversity, and inclusion values are integrated into daily operations. Join a dynamic team that believes in the transformative power of arts and creativity in building a vibrant city. This opportunity offers a competitive salary and a flexible, hybrid work environment.

Benefits

Flexible Work Environment

Extended Health Benefits

Matching RRSP Program

Qualifications

• Experience in administrative support for executives.
• Familiarity with board governance processes.

Responsibilities

• Provide administrative support to the President and CEO.
• Manage the office environment and resources.

Skills

Organizational Skills

Communication Skills

Problem Solving

Project Management

Technology Proficiency

Education

Bachelor's Degree

Tools

Mac OS

Windows OS

Job description

As the city’s designated arts development authority, Calgary Arts Development supports and strengthens the arts to benefit all Calgarians. We invest and allocate municipal funding for the arts provided by The City of Calgary and leverage these funds to provide additional resources to the arts sector. Our programs support hundreds of arts organizations, individual artists, artist collectives, and ad hoc groups in Calgary. Calgary Arts Development strives to increase and use our resources wisely,

Description

We acknowledge that the land we gather on, Mohkinsstsis, is the ancestral territory of the Siksikaitsitapi — the Blackfoot people — comprising the Siksika, Kainai and Piikani Nations, as well as Treaty 7 signatories, the Tsuut’ina Nation and the Îyârhe Nakoda Bearspaw, Chiniki and Goodstoney First Nations. Today this land is home to the Otipemisiwak Métis Government Districts 5 and 6 as well as many First Nations and Inuit from across Turtle Island.

We acknowledge that there has been art, music, dance, storytelling and ceremony on this land since time immemorial and it is in the spirit of this land and its people that we do our work.

Application Assistance

Calgary Arts Development is committed to open, fair and transparent processes. We recognize that the job application process can create barriers to access for many who are interested in applying. Our job calls are written in English, shared online and require applicants to email their applications in English. This creates technological, linguistic, communication and cultural barriers, to name a few.

In recognition of these barriers, eligible applicants can request assistance to help reduce some of the costs associated with preparing and submitting a job application. OurApplicant Support & Accessibility Policy is available for applicants who may need support from staff, or financial assistance to access support from someone outside of Calgary Arts Development. Please see the end of the document for more information or reach out directly by [e-mail] .

Employment Equity Statement

Calgary Arts Development is an equal opportunity employer and employs people without regard to race, ancestry, place of origin, colour, ethnic origin, language, citizenship, creed, religion, gender identity, sexual orientation, age, marital status, physical and/or mental abilities.

While remaining alert and sensitive to the issue of fair and equitable treatment for all, Calgary Arts Development has a special concern with the participation and advancement of members of designated groups that have traditionally been disadvantaged in employment: Black, Indigenous,people of colour, immigrants and newcomers, persons with physical or mental disabilities, and members of the 2SLGBTQIAP+ community.

It is important to note that our office in the Edison downtown is not fully accessible, although it is wheelchair accessible and has an accessible gender-neutral washroom. We are not presently equipped with technology that supports those with hearing or visual impairments. While we seek to be more accessible in the future, we feel it is important to be transparent about the limitations of our workplace as it is at present.

Who Are We?

Calgary Arts Development is our city’s designated arts development authority. We provide grant investments to hundreds of arts organizations, individual artists and groups, and lead the public art program. We value relationships, generosity, reciprocity, plain language and curiosity.

We believe the arts have the power to build our city. Through the arts development strategy,Living a Creative Life, our vision is a creative, connected, prosperous Calgary where every resident has the opportunity to live a creative life. We foster a sustainable and resilient arts sector and support arts-led city building.

Strong relationships are central to our work and will be particularly central to this role. We honour artists and believe that art is a critical component that benefits the public good. We welcome new introductions and partnerships with artists and arts organizations as well as with others whose work may be outside the arts who are trying to make our city great through living a creative life.

Our team has been working towards creating shared environments where all people can feel safe, heard and validated. A sensitivity to the lived experiences of diverse, marginalized and equity-seeking people is very important as we continue valuing equity, diversity, inclusion and accessibility in all aspects of our work.

The Role

We are recruiting a full-time executive advisor and office manager to join our team. This position is responsible for strategic and administrative support for the President and CEO and the board of directors, as well as managing the wellbeing of our office in downtown Calgary.

Accountabilities:

• Administrative support for the president and CEO, including calendar management, meeting planning and logistics, meeting note taking and action item tracking.
• Act as recording administrator for the board of directors, which includes maintaining and communicating an annual calendar of board meetings and activities, attending and minuting meetings, planning and logistics, and ensuring the timely distribution of meeting materials.
• Acts as a principal staff point of contact for the board of directors, maintaining a positive and productive relationship with directors while providing resources, information and support.
• Maintain a supportive work environment and a well-managed, fully resourced office space (both physical and virtual) for the entire Calgary Arts Development team.
• Supervision of the Digital Specialist position, managing the technological resources (hardware and software) required for employees and contractors.
• Work with Calgary Arts Development staff to ensure that the values of Truth and Reconciliation and equity, diversity, inclusion and accessibility are embedded in our office work environment and practices.

Who Are You?

For this position, we are looking for someone who is passionate about the Calgary arts community and enjoys working with people.

You are highly organized, detail oriented and self-motivated in your work.You’ve held a role like this in the past and are comfortable juggling multiple tasks simultaneously, identifying priorities and ensuring those you work with have all the details they need to be successful in their work. You’ve probably been on a board yourself or are an active volunteer in the community. You are affable, outgoing and love meeting and working with people.

You are committed to growing your awareness of equity, diversity, inclusion, accessibility and reconciliation, and want to ensure that our systems reflect those values, but this is not new work for you.

You’re not all things to all people, but you’re probably already a few of these things:

• You are passionate about working with people and interested in building relationships.
• You have experience in, or are familiar with, board governance processes.
• You have strong technology and computer skills, are familiar with Mac and Windows environments and can adapt quickly to using new software and processes.
• You enjoy problem solving and troubleshooting to find solutions when situations arise.
• You have experience managing people, projects and budgets.
• You are comfortable multitasking and working within tight deadlines.
• You are comfortable working in a collaborative and open work environment.
• You are a self-starter who is adaptable to working both independently and with a team.
• You’re a lifelong learner.

If you see yourself in this opportunity, we would love to have a conversation with you. And if you’re not sure, you can learn more about us by exploring our website atcalgaryartsdevelopment.com .

In your cover letter, please respond to the question“What impact or value do you see in public funding for the arts for all Calgarians?”

While our commitment to finding the right fit may require more time, for best consideration apply by May 30, 2025. We are hoping to fill this position by June 15, 2025.

Minimum annual salary is $70,000 in addition to a flexible, hybrid work environment, an extended health benefits package and a matching RRSP program.

We recognize that the job application process can create barriers to access for many applicants who are interested in applying. In recognition of these barriers to access, eligible applicants can request assistance to help alleviate some of the costs associated with preparing and submitting a job application.

Who Can Request Assistance?

Individuals who self-identify as:

• An individual who is D/deaf, hard of hearing, has a disability or is living with a mental illness.
• An individual facing language, geographic or cultural barriers.

To receive assistance, you will need to provide:

• The name and contact information of someone who can help you (this could be a trusted friend or family member, or a professional service provider) so they can bill us for their work with you. We may be able to make recommendations depending on the service being requested.
• The amount you are requesting, including the service provider’s hourly rate.

Note:You are not required to disclose personal details related to your request for support.

Types of Assistance

General Transcription or Editing Services and Organizing of Support Materials

• Applicants who experience barriers within the writing process directly due to a physical or learning disability or due to living with mental illness.

Language Translation

• Applicants writing an application in another language who require translation into English, including American Sign Language.

ASL Interpretation

• Calgary Arts Development can make arrangements for reputable, in-person ASL interpreters for interviews, in consultation with the interviewee, and at no cost to the interviewee.

Interview Parking

• Applicants who must drive to an interview at our request are eligible to have their parking costs paid by Calgary Arts Development.
• Maximum Contribution:$32 per interview, or the equivalent of the daily rate for parking lots that are close to the Calgary Arts Development office.

Applicants who require childcare services to attend the interview are eligible to be reimbursed for those childcare expenses.

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