Office Administrator

2 weeks ago

Edmonton, Alberta, Canada Alberta Jubilee Auditoria Society Full time

The Alberta Jubilee Auditoria Society ("AJAS") is a not-for-profit organization that emphasizes extraordinary patron services and fostering cultural development in both Edmonton and Calgary facilities.

The Society is led by a Board of Directors with representatives from across Alberta and works with the Government of Alberta (GOA)'s Ministry of Culture and Status of Women to operate these legacy performing arts venues through front-of-house, back-of-house, marketing and community engagement services.


The Society's Vision, Mission and Values are:


  • Vision
  • To be a cultural leader in enhancing Albertans' quality of life through the arts

-
Mission
  • To enrich Alberta's cultural landscape through extraordinary arts experiences

-
Values
  • Welcoming, Respect, Collaboration, Creativity & Joy


The Office Administrator at the Northern Alberta Jubilee Auditorium sets a tone of professionalism with a positive attitude, confidence and integrity.

They also provide administrative support to all Jubilee Staff and Board of Directors.

Duties and responsibilities:

Office Administration:

  • Communication and coordination of Northern Alberta Jubilee Auditorium office
  • Process payroll for hourly staff
  • Process invoices, accounts payable, and accounts receivable
  • Assist with reconciling and accounting for inventory changes
  • Assist with finance and accounting matters as needed
  • Liaising with contractors
  • POS maintenance and reporting
  • First point of contact for Stakeholders using Jubilee (walkins, telephone calls)

Management
of the Administration office:

  • Photocopier, supplies, filing, office kitchen area, lost and found, mail, etc.
  • Assist stakeholders and guests with parking
  • Maintain Stakeholder databases: Holiday lists, employee phone lists, etc.
  • Comfort with Marketing (Social Media) and Design (Canva) is considered an asset
  • Proficiency in Microsoft Office and SharePoint is considered an asset
  • Experience with Ceridian Dayforce payroll and QuickBooks is considered an asset

Show Administration:

  • Assist / support House Manager and daytime staff
  • Manage the safe cash
  • Float reconciliation, ATM ordering
  • Coordinate internal event communication and execution
  • Manage front of house room bookings (contracts, invoices, deposits, conferencing, and communications)

Staff:

  • Provide additional support to GoA staff in the building
  • Assist FoH Operations Manager and Financial Controller
  • Plan staff social events
  • Collaborate with Arts & Community Engagement Coordinator as needed
  • Prepare contracts for Jube School artists and facilitators at the request of the Arts and Community Engagement Coordinator

Meetings:

  • Principal contact for ticketing for Board, Staff, VIPs, Media
  • Prepare meeting materials and minutes for Society and Board Committee meetings (might happen outside of regular office hours)
  • Prepare and circulate monthly event calendars (NAJA and SAJA) to Board Members, Executive Director, GoA Partners, and other Stakeholders
  • Provide technical support and assistance for Board members
  • Update Board of Directors contact information and biographies as needed

Qualifications:

  • Experience in an office / business administration role
  • Basic understanding of accounting processes
  • Willingness to learn and develop within the role
  • Strong computer skills including Microsoft Office
  • Excellent organizational skills
  • Ability to multitask with high attention to detail
  • Strong verbal and written communication skills
  • Strong team player
  • Experience working in arts & culture considered an asset

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