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Administrative Assistant

4 months ago

Ottawa, Canada Ottawa Festival Network Full time

**Desired Contract Length**: 26 Weeks **Anticipated Start Date**: February 20, 2023. **End Date**:Term approved to the Province of Ontario’s current fiscal year end, March 31, 2023. Desired additional weeks, ending August 18, 2023, is pending the approval of Ottawa Festivals’ fiscal year (2023-2024) JCP program agreement.

**Desired Contract Length**: 32 hours per week **Location**: Riverside Dr & Bank St.

**Job Summary**: Reporting to the Executive Director, the Administrative Assistant will provide various administrative and event management support to HOPE Volleyball SummerFest

**The Opportunity**:

- Works closely with the management team to ensure a smooth operation of the office such as orders and maintains office supplies and equipment; liaises with maintenance personnel
- Frontline liaison with the public: via in person, web, telephone, electronic and paper correspondence; directs incoming visitors or inquiries to the appropriate person where applicable
- Organizes and centralizes event material, maintains office filing system; assists with production and distribution of post event reports as well as other documents such as policy manuals
- Assists the bookkeeper/treasurer with financial management of the festival including recording payables and receivables, maintains petty cash, receipts, budget tracking system
- Assists with fulfilling deliverables for sponsor contracts, prepares invoices and tracking of sponsors’ commitments, assists with production and distribution of thank you letters to sponsors, special guests, other VIP’s
- Coordinates the vendor acquisitions and payments, working with the planning team volunteers and their print needs, donation receipts, correspondence to charities
- Other related duties as assigned by the Executive Director

**Skills and Qualifications**:

- At least one-year experience in an office environment in a similar role
- Computer literate with strong and recent experience using MS Outlook, Word and Excel programs
- Ability to work under pressure and on various projects simultaneously and autonomously
- Strong written and oral communication skills

**Additional Qualifications Required**:
Eligible to participate in Ontario’s Job Creation Partnership (JCP) program by meeting the following criteria:
1. An unemployed job seeker or those employed less than 20 hours per week (part-time students and graduates may apply)

2. Live in Ontario

3. Legally authorized to work in Canada

4. Have one, or both, of the following criteria:
a. Previously established an Employment Insurance (EI) benefit claim (regular benefits within the last three years or maternity/parental within the last five years), and/or

b. Previously employed in Canada in any five of the last ten calendar years while earned a gross income in excess of $2000 in each calendar year.

Remuneration:
$620 (gross) per week provided by the Province of Ontario; averaging $19.375 per hour based on 32 hours per week.

**Job Type**: Fixed term contract
Contract length: 26 weeks

**Salary**: $19.75 per hour

Schedule:

- 8 hour shift

Work Location: One location