Executive Assistant

Céleste Music; Toronto; Hybrid; CAD 18,000 - 24,000; Part time

Benefits offered by this job

Hybrid work model

Part-time contract

15 hours/week

Job summary

Céleste Music is seeking an Executive Assistant to support the Artistic and Executive Director and leadership team in a hybrid Toronto setting. The role requires professional, independent handling of day-to-day tasks and confidential information with strong organizational skills.

Responsibilities include managing calls and emails with collaborators, supporting grant research, coordinating rehearsals and events, and overseeing digital presence and marketing materials.

Qualifications

• Experience providing executive administrative support to leadership teams.
• Strong written and verbal communication with attention to detail.
• Ability to manage multiple priorities and meet deadlines.

Responsibilities

• Provide general administrative support with independent judgment and initiative.
• Oversee executive communications with collaborators and partners.
• Assist with external communications and mailing lists.

Skills

Executive support

Communication

Organization

Multitasking

Relationship building

Discretion

Problem solving

Independent work

MS Office

Google Workspace

Social media management

Tools

MS Office Suite

Google Workspace

Wix

Canva

Graphic design liaison

Job description

Reports to: Artistic and Executive Director

Organization:

Céleste Music is a registered charitable organization located in Toronto, Ontario. The organization assembles the most significant historical keyboard instrument collection in Canada, made available to musicians of all ages for performance, research, recording, education, and outreach. Céleste Music is a rapidly growing organization in both visibility and performance.

Job Description:

This position provides professional administrative support to the Artistic and Executive Director and leadership team. Strong administrative, organisational, and relationship building skills are required for this position. The Executive Assistant role is ideal for a person who is independent, versatile, and detail-oriented, with a high degree of professionalism.

Primary Responsibilities:

• Provide general administrative support requiring the use of independent judgment and initiative
• Oversee executive communications, such as calls and emails with our collaborators, artists, other administrative professionals
• Assist with the development and maintenance of external communications and mailing lists
• Scheduling artists for rehearsals and concerts, booking venues, managing concert events to ensure smooth deliverability of all Céleste events
• Assist with managing the processing of expenses and other bookkeeping tasks

Research

• Research and administrative support in writing grant applications
• Knowledge of comparable organizations worldwide
• Finding cost-effective service providers
• General informational research, as directed, to serve the needs of the organization

Marketing and Outreach

• Overseeing and managing our digital presence on our website, YouTube, and other social media platforms
• Preparing marketing and advertising materials, liaising with graphic design firm

Skills and Competencies:

• Excellent written and oral communication skills with a keen eye for detail
• Excellent organizational and multitasking skills
• Very strong interpersonal skills and the ability to build relationships
• Ability to work independently and prioritize accordingly to effectively manage multiple projects and deadlines
• Handles confidential information discreetly
• Proactive approach to problem- solving with strong decision-making skills
• Adaptable in a fast-paced environment
• Proven experience as an executive assistant or other relevant administrative support experience
• Ability to work on tight deadlines while producing high-quality work
• Ability to exercise sound judgment
• Knowledge of MS Office Suite (Word, Excel, PowerPoint)
• Proficiency in digital/social media platforms (LinkedIn, Instagram, Facebook, Threads, TikTok, YouTube)
• Proficient in Google Workspace (Drive, Docs, Sheets, Calendar, Meet)
• Knowledge of Wix website design and maintenance
• Knowledge of design applications, such as Canva or other related applications

General Information:

• Location: Hybrid [Toronto, ON and Remote]. This role is not open to those outside ON or unable to physically commute to locations in the GTA
• Wage: Competitive wage compensation, salary commensurate with skills and experience
• Hours: Approximately 15 hours per week
• Part-time, Fixed term contract
• Contract length: 1 year, renewable

Closing Date: Applications will be reviewed and considered upon submission.