Executive Assistant

3 weeks ago

Victoria, Canada The Victoria Conservatory of Music Full time

**Full-Time: Executive Assistant & Receptionist/Registration Clerk**
**Westhills & Downtown Locations**

**The Victoria Conservatory of Music - A great place to work**

With a 58-year history, the Victoria Conservatory is a multi-faceted centre of excellence in music education, performance and wellness, occupying beautiful facilities in downtown Victoria and in nearby Langford, in the traditional territories of the Songhees, Esquimalt, W̱SÁNEĆ and Beecher Bay Nations. These facilities include
77 studios and three performance venues: the Alix Goolden Performance Hall, the Wood Recital Hall, and the
Metro Studio Theatre. As an inclusive music centre for the whole community, we welcome audiences, students and artists of all ages and musical abilities, and work in all musical genres.

We pursue our mission through seven programming areas: a Conservatory School of Classical Music, a School of Contemporary Music, a School of Music Technology and Creativity, a Department of Postsecondary Studies, a Department of Early Childhood Music Education, public concerts, and a renowned music therapy clinic.

This position will offer administration support to the Conservatory’s CEO (15-20 hrs per week) and, under the supervision of the Registrar, will require an energetic, friendly, patient, and resourceful person to serve as the first point of contact for students, parents, clients, and faculty at our front desk.

The Victoria Conservatory of Music front desk administrative team is a small, dedicated group who collaborate each day to support our wonderful students and Faculty. We are proud of the musical opportunities offered to students of all ages, and we strive to provide a professional environment for each other and for all members of this special musical community. We thrive on effective communication, we are a flexible, supportive, solutions-orientated team and whenever possible, work to each other’s skill sets and strengths. Passion and music fill the halls of the Victoria Conservatory of Music and we love being here every day If this sounds like a fit for you, please read on, we’d love to hear from you.

**Executive Assistant Duties**:Reporting directly to the CEO, the Executive Assistant is responsible for:
▪ Acting as the first point of contact between CEO and staff/faculty/general public
▪ Managing CEO’s calendar and coordinating activities internally within the management team
▪ Preparing and formatting letters from CEO
▪ Undertaking research tasks for the executive office
▪ Coordinating monthly Committee and Board meetings, and serving as staff secretary to the Board
▪ Coordinating the Annual General Meeting
▪ Maintaining Board and Staff lists and contact information
▪ Assisting with events support
▪ Receiving office supply requests from Staff and submitting purchase orders to vendors

**Front Desk Duties**:
▪ Providing excellent internal and external customer service
▪ Processing student registrations
▪ Management of student accounts (processing payments, adjusting enrollments as needed)
▪ Answering phones and addressing and/or directing callers accordingly
▪ Assisting the administrative and management staff as needed
▪ General reporting as regards student accounts and registration
▪ Production of signage, programs, and posters as needed
▪ Processing of point-of-sale items
▪ Day-end cash-out and depositing
▪ Practice room allocation
▪ Assisting with Music Therapy and Early Childhood Music monthly invoicing and the VCM Referrals program
▪ Administrative support for Marketing and Development teams as required
▪ Other administrative tasks as required

**Skills**:
▪ Ability to multi-task and exercise good judgment when prioritizing assigned duties
▪ Ability to work independently while maintaining excellent communication with management
▪ Ability to exhibit a professional and positive attitude with a commitment to quality service
▪ Good working knowledge of Word, Excel, and Outlook
▪ Ability to complete time-sensitive assignments with accuracy and attention to detail
▪ Ability to work under pressure, remaining calm and focused during high-volume registration periods

**Education and Experience**:
▪ Recent experience working in an educational or office environment
▪ Post-secondary credentials considered an asset
▪ Music background and/or formal music education an asset
▪ First aid certification, or willingness to obtain

**This is a full-time (37.5 hours per week) position. The position requires a flexible schedule, (with occasional evening and Saturday shifts), and the ability to work at both the Victoria and Langford (generally once per week) locations.**

**Compensation**: $45,000 per annum salary. The VCM offers a competitive benefit and time-off package.
**Closing Date**: Mar 27, 2023
**Projected Start Date**: April 17, 2023

**Salary**: $45,000.00 per year

Work Location: One location

Application deadline: 2023-03-27
Expected start da

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