Operations & Admin Assistant

Operations & Admin Assistant page is loaded Operations & Admin Assistant Apply locations Ottawa, ON time type Full time posted on Posted 30+ Days Ago job requisition id R100359

THE JOHN GORE ORGANIZATION is the leading presenter, distributor, and marketer of Broadway theatre worldwide. Under the leadership of theater producer and owner John Gore, its family of companies includes Broadway Across America, Broadway.com, The Broadway Channel, BroadwayBox.com and Group Sales Box Office. Its productions span Broadway, Off Broadway, London’s West End, Japan and 48 North American markets. It has won Tonys in every producing category as well as numerous other Drama League, Drama Desk and Olivier awards.

At The John Gore Organization, a diverse, inclusive, and equitable workplace is one where all employees feel valued and respected, and all voices are valued and heard. We are committed to fostering, cultivating and preserving a culture of equity, diversity, access and inclusion.

Summary The Administrative and operations assistant provides support for the Canadian office and the Broadway Across America national operations and finance team. This role is heavily administrative. The role has long-term growth opportunities, including added responsibilities within the department. It’s a busy, hardworking, laid-back environment where humor is always welcome.

Duties and Responsibilities

• Review and process show contracts for signature.
• Review and process venue contracts for signature.
• Assist in coordinating production needs for all engagements.
• Review and process all Accounts Payable for Broadway Across Canada.
• Coordinate and process show insurance for all engagements.
• Coordinate show wire payments for all engagements.
• Coordinate WSIB & Receiver General Payments.
• Oversee Canada office administration with direction from the VP.
• Coordinate, review, and perform engagement settlements.
• Special projects as needed.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

• Cooperation
  • Establishes and maintains effective relationships.
  • Active listener
  • Strong reading comprehension skills.
  • Keen attention to detail.
  • Strong organizational skills are a must.
  • Offers assistance and support to co-workers.
  • Works cooperatively in group situations.
• Adaptability
  • Able to work around unexpected changes of circumstance or workload.
  • Modifies a planned course of action based on new circumstances.
  • Changes communication style to achieve the best results.
• Functional Competencies
  • Must be fully fluent in Microsoft office (excel and word) and Adobe pro.
  • General understanding of accounting principles.
  • Previous experience with book keeping and accounts payable.
  • Look for ways to improve and find efficiencies in workflow.
  • Demonstrates accuracy and thoroughness.
• Team Orientation
  • Fosters team cooperation.
  • Understands team roles and responsibilities
• Supports group problem solving.
• Fast-paced environment.

Qualifications aka KSAOs

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily, the requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. Can include skills (mathematical, reasoning, computer, etc.) The ideal candidate will possess an eagerness to learn new skills, great communication skills (written & verbal), comfort with learning new software systems, and is very detail oriented. The ability to fully execute tasks within deadlines and flexibility with changing seasonal workloads and responsibilities are also key to working in this department.

Education and/or Experience

• Bachelor’s degree or relevant work experience preferred.
• General understanding of accounting principles.
• Previous experience with bookkeeping and accounts payable.

Communication Skills

• Ability to read, analyze, and interpret legal documents.

• Excellent written and verbal communication skills.
• The ability to communicate with colleagues both inside and outside the company at all levels.
• Ability to create and maintain spreadsheets in MS Excel
• Ability to learn new business-specific software programs.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable

accommodation may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is occasionally required to:

• Work outside regular business hours, including evenings and weekends at the theatre.
• Up-to-date Ontario driver's license and access to a car.

• Occasional travel for show needs and settlement.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

Acknowledgment

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Employees will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

VACCINATION REQUIREMENT

All employees working in our offices or affiliated venues are required to obtain and maintain up-to-date COVID-19 vaccinations. Those (i) who are disabled or who have a qualifying medical condition that contraindicates a COVID-19 vaccination, or (ii) who objects to being vaccinated on the basis of a sincerely held religious belief, observance or practice may request an exemption from the vaccination requirement.

EQUAL EMPLOYMENT OPPORTUNITY

The John Gore Organization is an equal opportunity employer and affords equal employment opportunity to all applicants regardless of race, color, religion, gender, creed, national origin, age, disability, sexual orientation, veteran status or any other legally protected classification under local, state or federal laws.

HIRING PRACTICES

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification or position. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

The John Gore Organization’s recruitment policies are designed to place the most highly qualified persons available in a timely and efficient manner. The John Gore Organization may pursue all avenues available, including promotion from within, employee referrals, outside advertising, employment agencies, Internet recruiting, job fairs, college recruiting and search firms.

Working at The John Gore Organization means doing what you love. We hire trailblazers, theater-lovers, and pioneers. We welcome, embrace, and respect diversity of people, identities, and cultures. We want people who can solve challenging problems, make a real impact, and, together, build something big.

We are committed to increasing the diversity of our workforce and building a supportive culture where employees have equal opportunity for employment and advancement.

You should join us.