Executive Assistant to the President & CEO, Administration

The JUNO Awards; Toronto; Hybrid; CAD 55,000 - 65,000; Full time

Job summary

An established industry player is seeking a dynamic Executive Assistant to support the President & CEO. This role involves managing the executive office, coordinating meetings, and handling sensitive information with discretion. You will play a pivotal role in ensuring smooth operations while maintaining confidentiality and professionalism. If you are proactive, organized, and detail-oriented, this position offers a fantastic opportunity to contribute to a vibrant organization dedicated to enhancing the Canadian music industry. Join a team that values diversity and inclusion, and make a meaningful impact in a creative environment.

Qualifications

• 1-3 years of experience in an Executive Assistant role preferred.
• Strong knowledge of office procedures and practices.

Responsibilities

• Manage logistics for the President’s daily activities, including calendar and email management.
• Coordinate quarterly Board meetings and VIP guest management for JUNO Week.

Skills

Organizational Skills

Confidentiality

Time Management

Proactive Attitude

Attention to Detail

Education

High School Diploma

Bachelor's Degree (preferred)

Tools

Google Suite

Project Management Software

Job description

Executive Assistant to the President & CEO, Administration

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
  • Email correspondence
  • Organizing and submitting expenses
  • Book travel arrangements
  • 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 Liaison 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)
• 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

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.