Administrative Coordinator, 2023 Summer Programming

2 weeks ago

Ottawa, Canada National Arts Centre - Centre National des Arts Full time

**Equity, Diversity and Inclusion**:
**COVID-19 pandemic**:
Resulting from the COVID-19 pandemic, to ensure the safety of all NAC employees, and in keeping with Ottawa Public Health (OPH) guidelines, it is recommended that while working from the NAC employees should wear masks. Whether individuals decide to wear a mask or not, we thank you for being respectful of others’ choices. Additionally, it is recommended to follow OPH guidelines on workplace preventive practices, (such as distancing, masking when distancing is not possible, ventilation, cleaning, workplace testing, and screening programs) to help prevent transmission.

On occasion, the NAC may impose the wearing of masks and the enforcement of rapid testing should it be deemed reasonable and necessary to do so.

Due to the nature of the position, you will be required to work from the National Arts Centre (NAC) building, effective your first date of employment.

Please know that although we remain under a declared pandemic, events and activities are gradually returning to the building. Consequently, staff members are expected to return to the workplace as required, or perform a combination of remote work and work from the National Arts Centre (NAC). Your direct supervisor will provide guidance and information related to the NAC's _Hybrid Work Policy_.

**Introducing the National Arts Centre.**
The National Arts Centre (NAC) is Canada’s bilingual, multi-disciplinary home for the performing arts. The NAC presents, creates, produces, and co-produces performing arts programming in various streams—the NAC Orchestra, Dance, English Theatre, French Theatre, Indigenous Theatre, and Popular Music and Variety—and nurtures the next generation of audiences and artists from across Canada.

Curious to learn more? We invite you to read our strategic plan for 2020-2023 in _The Next Act_.

Collaboration, innovation and community-led engagement are only some of the many initiatives the NAC will leverage to help shape a more diverse, equitable, and inclusive future for the performing arts in Canada, one that embodies our slogan and loudly proclaims that **_Canada is our stage_**.

Job Number: J0123-1203

Job Title: ADMINISTRATIVE COORDINATOR, 2023 SUMMER PROGRAMMING

Employment Type: Full-Time, Term

Job Category: Administration / Clerical

Open Positions: 1

Posting Date: January 27, 2023

Closing Date: February 26, 2023

**Salary**: $46,500.00 - $60,000.00/Year

Language Requirement: Bilingual is an asset

Working Hours: Monday to Friday (35 hours per week) - flexible schedule: occasionally may be required to work outside of regular hours to support operational needs.

Job Reports To: Executive Producer, Popular Music & Variety

**Key Activities**:

- Reporting to the Executive Producer, Popular Music & Variety, the Administrative Coordinator provides general administrative support and event coordination for the Summer Programming Department. The incumbent also has duties relating to financial, database, and contract management, and shares overlapping duties with the other members of the team as required. This position may require the selected individual to regularly work a flexible and irregular schedule with occasional evenings and weekends.
- Duties include:
- Coordinating all contracting for 2023 Summer Programming with the Associate Producer;
- Coordinating all artist payments with the Associate Producer and the Finance Department
- Working with the Company Manager to coordinate all travel bookings and hotel allocations for artists;
- Liaising between the Associate Producer and artists to acquire and action information regarding production management, including riders, promotional materials, ground transportation, and hospitality;
- Provide ongoing administrative support to the Executive Producer, the Associate Producer and the NAC 2023 Summer Programming Team.
- Processing invoices for payment;
- Monitor and tracking of all Summer 2023 finances;
- Prepare to be onsite to welcome and host artists, if required;
- Gathering administrative materials as required for Summer Programming Team;
- Assist the Camp Director in preparation, logistics, and communications;
- Ensure all data is organized and centrally located, as directed by Associate Producer, Summer Programming;
- Assist the Marketing and Communications departments when necessary.

**Skill Requirements**:

- Post-secondary degree in Arts Administration or in a related field, or an equivalent combination of education, training and experience;- A minimum of two (2) years of related experience in an administrative role;
- Basic knowledge of accounting practices required;
- Experience working within the music industry or performing arts industry is an asset;
- Professional experience with contract management is an asset;
- Proficient in Microsoft Office Suite, including Word, Outlook, Excel and PowerPoint, and MS Teams;
- Ability to adapt quickly to a fast-paced and highly charged environment;
- Ability t

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