Executive Assistant to the President & CEO, Administration

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

Job summary

A leading Canadian organization seeks an Executive Assistant to support the President & CEO. This role involves a blend of administrative duties such as managing the executive office, coordinating meetings, and ensuring confidentiality. The ideal candidate will possess strong organizational skills and at least 1-3 years of relevant experience.

Qualifications

• 1-3 years experience as an Executive Assistant or in an administrative role.
• Strong knowledge of office procedures and ability to handle confidential information.
• Experience with Google Suite applications.

Responsibilities

• Manage logistics for the President’s daily activities including calendar and email management.
• Coordinate accommodations and travel arrangements for various events.
• Support the Administration department and manage contracts.

Skills

Organizational skills

Time management

Attention to detail

Discretion

Proficiency in Google Suite

French language

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.

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