Executive Assistant, Administration

The Canadian Academy of Recording Arts and Sciences; Toronto; Hybrid; CAD 55,000 - 65,000; Full time

Job summary

The Canadian Academy of Recording Arts and Sciences is seeking an Executive Assistant to manage the office of the President and support the Administration department. The ideal candidate will have strong organizational skills, discretion, and 1-3 years of relevant experience. This hybrid position requires at least two days in the office per week.

Qualifications

• 1-3 years of relevant experience required.
• French as a second language is an asset.
• Must maintain confidentiality.

Responsibilities

• Manage logistics for the President’s daily activities including calendar management.
• Coordinate Board of Directors meetings and committee meetings.
• Support the Administration department with contract management and staff travel.

Skills

Organizational skills

Attention to detail

Discretion

Proficiency with Google Suite

Self-management

Flexibility

Education

Relevant experience in an Executive Assistant / Administrative role

Job description

Join to apply for the Executive Assistant, Administration role at The Canadian Academy of Recording Arts and Sciences

Join to apply for the Executive Assistant, Administration role at The Canadian Academy of Recording Arts and Sciences

Direct message the job poster from The Canadian Academy of Recording Arts and Sciences

Vice President, Business Administration at The Canadian Academy of Recording Arts and Sciences / The JUNO Awards

REPORTS TO : Vice President, Business Administration

LOCATION : Toronto, ON (Hybrid)

POSITION DETAILS : Full time

START DATE : As soon as possible

COMPENSATION : 55,000-65,000 / annually, paid biweekly

ORGANIZATION SUMMARY

CARAS was created to preserve and enhance the Canadian music industry and to contribute towards higher artistic and industry standards. CARAS’ mandate is comprised of four key pillars : Educate through our music education charity MusiCounts’ programs and initiatives, Develop emerging artists through mentorship and development programs, Celebrate Canadian artists through The JUNO Awards and other year-round initiatives, and Honour music industry icons through the Canadian Music Hall of Fame

OVERALL POSITION

We are looking for a dynamic individual with a variety of skills to manage the office of the President & CEO and support the Administration department. The ideal candidate will be proactive with exceptional organizational skills to ensure things run effectively and efficiently for the President & CEO and the Vice-President, Business Administration. A minimum of 1-3 years of relevant experience is required.

The Executive Assistant is responsible for various administrative duties which include but are not limited to arranging travel plans, meeting minute taking and distribution, scheduling appointments and drafting both internal and external correspondence. The Executive Assistant must also maintain confidentiality and professionalism with employees, management and the public.

This role will be a hybrid, with at least 2 days in the office and the other days working from home.

BREAKDOWN OF RESPONSIBILITIES

• 60% Managing the office of the President & CEO
• 40% Administration Department support

EXECUTIVE ASSISTANT RESPONSIBILITIES

• Manage all logistics for the President’s daily activities, which include;
• Calendar management
• Inbox sorting and management
• Organizing and submitting expenses
• Make reservations
• Coordination and preparation of quarterly Board of Directors meetings (Scheduling, liaising, attendance tracking, organizing documentation)
• Coordination of various committee meetings (Special Awards, Broadcast, Executive, etc.)
• VIP Guest Management for JUNO Week (Dignitaries, Board of Directors, President & CEO Guests)
• Manage invites and RSVPs
• Primary point of contact
• Manage hotel accommodations
• CARAS Liason for Special Award Recipients
• Primary point of contact
• Coordinate accommodations, flights, ground transportation and schedules
• Present a positive and professional image of the executive office
• Handle sensitive and confidential matters as part of daily administrative duties
• Other duties and projects shall be assigned as required

ADMINISTRATION DEPARTMENT RESPONSIBILITIES

• Liaison between the organization and landlord / building
• Manage contract signature process through project management software
• Book and manage staff travel and accommodations
• Coordinate and schedule large meetings and take meeting minutes
• Work with the Administration Project Manager on invitation lists
• Manage assigned budget line items (budgeting, reforecasting, invoicing)
• Satellite office
• Coordinate local transportation with Ground Transportation Coordinator
• Staff & Host Committee dinners / post-event party
• Staff and board accreditation
• Inductees and Presenters' logistics (flights, hotels, transportation, etc)
• Other duties as required

REQUIREMENTS

• 1-3+ years of experience in an Executive Assistant / Administrative role preferred
• Ability to use discretion and understand what would be considered confidential
• Ability to self-manage and be proactive
• Strong knowledge of office procedures and practices
• French as a second language is an asset
• Keen attention to detail
• Proficient with Google Suite (Docs, Sheets, Gmail, etc)
• Resourceful and flexible
• Proven organizational and time management skills

PLEASE EMAIL YOUR RESUME AND COVER LETTER TO :

• EMAIL SUBJECT LINE : CARAS - Executive Assistant, Administration

Deadline for resume submission – June 13, 2025

We want to thank all applicants for their interest, however, only those selected for interviews will be contacted.

CARAS embraces the diversity of all people, including those with disabilities, and aims to maintain an inclusive and equitable workplace where employees feel valued, respected, and supported. We encourage individuals who identify as Indigenous, Black, a person of colour, as having a disability and / or as a member of the 2SLGBTQI+ communities to apply. If you require an accommodation at any time during the recruitment process, we would be happy to work with you to meet your needs.

Seniority level

Seniority level

Entry level

Employment type

Employment type

Full-time

Job function

Job function

Administrative

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