Jobs (Calgary): Admin & Facilities Coordinator – Vertigo Theatre

Theatre Alberta; Calgary; Vor Ort; CAD 43.000 - 45.000; Vollzeit

Benefits dieser Stelle

Extended Health and Dental plan after

3 weeks vacation per year

Zusammenfassung

Vertigo Theatre seeks a detail-oriented Admin & Facilities Coordinator to join our Calgary team. You will directly support the Company Manager and the Executive Director in a high-activity office, coordinating Boards, governance, facilities, IT and events.

The role is on-site, 40 hours per week, with responsibilities spanning administration, board liaison, development, marketing, accounting and facilities management. Eligible for a competitive compensation with benefits after probation.

Qualifikationen

• Exceptional attention to detail and ability to multitask.
• Superior written and interpersonal communication skills.
• Professional, calm, and engaging with high-level customer service.
• Ability to take initiative, work independently, and collaborate in a fast-paced environment.
• Proficiency with technology and a variety of applications.
• Experience with Microsoft Word and Excel.
• Database/ticketing systems and Google Drive experience are assets.
• Interest in arts and culture.
• Class 5 driver's license with clean record.
• Legally entitled to work in Canada.

Aufgaben

• Support the Company Manager and Executive Director in a fast-paced administrative setting.
• Maintain reception, mail, calendars, and office files.
• Coordinate board meetings, minutes, and annual filings.
• Support accounting, billings, deposits, and audit preparation.
• Assist with development events and marketing activities.
• Coordinate facilities, IT repairs, and vendor relations.
• Oversee break rooms, kitchens, and staff events.
• Assist with licensing, safety plans, and compliance.
• Provide cross-departmental administrative support as needed.

Kenntnisse

Attention to detail

Multitask

Written communication

Interpersonal skills

Customer service

Initiative

Independent work

Team collaboration

Tech proficiency

Driver’s license (Class 5)

Authorized to work in Canada

Tools

Microsoft Word

Microsoft Excel

Jobbeschreibung

The Virgin Trial – Alberta Theatre Projects The Virgin Trial Alberta Theatre Projects

The Virgin Trial – Alberta Theatre Projects The Virgin Trial Alberta Theatre Projects

Directed by: Glynis Leyshon
Written by: Kate Hennig
Actors Pictured: Nigel Shawn Williams, Jamie Konchak, Emma Houghton, Conrad Belau & Sarah Orenstein
Set Design: Scott Reid.
Lighting Design: David Fraser
Costume Design: Heather Moore
Photo: Benjamin Laird

Photo Credits

Directed by: Glynis Leyshon
Written by: Kate Hennig
Actors Pictured: Nigel Shawn Williams, Jamie Konchak, Emma Houghton, Conrad Belau & Sarah Orenstein
Set Design: Scott Reid.
Lighting Design: David Fraser
Costume Design: Heather Moore
Photo: Benjamin Laird

About Vertigo Theatre

Vertigo Theatre is a premiere cultural institution in Calgary and has entertained audiences for over 47 years with high-quality programming. It is the only theatre in North America that produces a season based entirely in the intrigue and mystery genre. Located at the base of the Calgary Tower, the Vertigo complex is home to our administration & ticket offices, rehearsal hall, and two performance venues. We cater to a diverse audience including young adults, students, urban professionals, and seniors.

The Ideal Candidate

Vertigo Theatre is seeking a highly personable individual with impeccable attention to detail to join our team. The Admin & Facilities Coordinator position is an integral member of the administrative team, who is able to undertake a variety of tasks and works well under pressure. Directly supporting the Company Manager and the Executive Director, this individual is comfortable working with a high degree of activity, a fast-paced office environment, and the need to assist multiple departments throughout the year. This is an excellent opportunity for an individual with an interest in the arts or non-profit sector. This is an on-site position.

Duties and Responsibilities

Administration

• Working at an open concept reception desk in the main office assisting all visitors and coordinating incoming and outgoing mail and shipping.
• Assisting in maintaining administrative files, databases, and calendars
• Ensuring that all business, liquor, and food licenses are renewed with the appropriate authorities prior to their annual deadlines
• Coordination of the Executive Director and admin team schedules
• Primary Board of Directors Liaison responsible for coordinating meetings, correspondence, and annual filings
  • Taking minutes at all board meetings and committee meetings as required
• Updating, creating and distributing company documents
• Ordering supplies and coordinating deliveries as needed
• Arranging couriers for rapid delivery of paperwork or packages
• Overseeing the computer network and coordinating repairs and upgrades with the IT consultant
• Performing preliminary troubleshooting and basic IT repairs
• Planning and executing staff events
• Taking excess recycling (including bar recycling) to the garbage room weekly
• Researching, executing, and tracking large purchases
• Oversight and upkeep of the company break rooms, including the administrative office kitchen, 2 bar serveries, and both greenrooms
• Other responsibilities as determined in agreement with the Company Manager and the Executive Director

Board of Directors

• Primary Board of Directors Liaison responsible for coordinating meetings, correspondence, and annual filings
• Providing general administrative support to the board, such as managing records and correspondence
• Preparing board meeting packages and ensuring timely and accurate information flow
• Taking minutes at all board meetings and committee meetings as required

Artistic

• Compiling artist lists as required
• Assisting with audition processes and season contracting documentation

Development

• Assisting with coordination of special events as needed
• Primary liaison between the Board of Directors and development department

Marketing

• Assisting the Box office with occasional ticket sales, raffle coordination, and other activities as required

Accounting

• Filing and ongoing assistance to the accounting department and the Executive Director on a weekly basis
• Entering cash receipts
• Reconciling box office
• Executing weekly/bi-weekly bank deposits
• Collecting, coding and filing credit card purchase receipts
• Assisting with audit preparation under the direction of the Executive Director

Facilities

• Maintaining and programing door codes for all departments
• Arranging fire warden training with Aspen Properties as required
• Arranging security clearance for all service providers
• Arranging for regularly scheduled maintenance and service (elevators, HVAC, fire extinguishers, etc.)
• Reviewing the Health & Safety Plan on a regular basis
• Acting as point person for Vertigo for facility-related matters as directed by the Production & Facility Manager.
• Maintaining asset management and tracking for high-value equipment, including oversight of the key management system

Vertigo Theatre encourages a team-oriented environment. All personnel are required to participate in a wide range of activities or take on additional responsibilities from time to time that may be outside of the Core Responsibilities & Duties for each position.

Required Skills and Qualifications

• Exceptional attention to detail and an ability to multitask
• Superior written and interpersonal communication skills
• Professional, calm, and engaging nature with a strong aptitude for providing high level customer service
• Demonstrated ability to take initiative, work independently, and collaborate as a team member in a fast-paced environment
• Proficiency and comfort with technology and utilizing a variety of applications
• Previous experience with Microsoft Office, specifically Microsoft Word and Microsoft Excel
• Previous experience in database management, including ticketing systems, would be an asset
• Previous experience with the Google Drive system would be an asset
• A keen interest in arts and culture
• Class 5 driver’s license with no major infractions
• Legally entitled to work in Canada

Hours

40 hours per week, Monday to Friday, 9am to 5pm, with some evenings and weekends required.

Compensation

• $43,000 – $45,000 based on experience
• Extended Health and Dental plan after 3 months with cost shared 50/50 between employee and employer.
• 3 weeks of vacation time annually and other holidays as determined by management

Please note that parking expenses are the employee’s responsibility and no designated parking is available onsite.

Start Date

As soon as possible.

Deadline to submit

Applications will be accepted until a suitable candidate is found.

Vertigo Theatre has a responsibility to create workspaces where people feel respected and can be themselves and do their best work in every capacity. With this in mind, we encourage applications from qualified individuals who identify as Indigenous, Black, POC, 2SLGBTQIA+, Disabled/People with Disabilities and/or Neurodivergent people.

If there are any potential barriers (language, disability, or any other considerations) preventing you from applying, please reach out to us at [e-mail] , and we will work with you to find a suitable application process.