Executive Administrative Assistant

3 weeks ago

Hamilton, Canada HCA Dance Theatre Full time

**Arts for All (AFA)**'s mission is to activate spaces for neighborhoods to flourish, to create high-quality arts experiences and to empower professional artists.

**Arts For All is a charitable organization of the Hamilton Conservatory for the Arts.** It specializes in working with partners to be ‘art-ready’ - in space, in staff, in thought. AFA sees the arts as training for the future for all areas of life, not just artistic ventures. The Arts nourish a community’s assets, make organizations more innovative, stretch our imaginations and our possibilities. Since 1999, Arts For All has reached over 60,000 children and youth with innovative, high quality arts education and community arts programs.

**Key Responsibilities**:

- Reporting to the Artistic and Executive Director for Arts For All.
- Play a key role in the organization by providing administrative, executive and project coordination support to the Director and Committees.
- Complete full cycle payroll processing for all employees, payments to all involved parties are managed in a timely fashion.
- Identify and streamline processes to assist the Director to optimize time and resources including calendar management.
- Receive and respond to communications (e.g., invitations, requests) from outside stakeholders and the public, escalating priority information to the Director.
- Draft and format internal communications, letters and presentations as needed.
- Administer all Board presentations and communications.
- Create, update and maintain a Master Calendar.
- Support with calendar and logistics management for meetings, events, and travel.
- Assist with monthly expense processing.
- Managing and submitting budgets, expense claims and reports.
- Communication within each organization and documentation of project timelines.
- Assist with the implementation and sustainability of operations by compiling and synthesizing key information.
- Assist with onboarding of new hires by ensuring necessary documentation is completed.
- Manage the day-to-day financial operations as instructed by the Artistic and Executive Director, under his signed approval.
- Support the Artistic and Executive Director on short and long-term financial strategies and create financial reports.
- Create project budgets for events and submit for approval by the Artistic and Executive Director.
- Perform bookkeeping tasks using Quickbooks software including producing reports, conducting audits and performing accounts payable and receivable functions.
- Oversee contract development staff as needed.

QUALIFICATIONS
- A minimum of 3 years’ experience as an Administrative Assistant, preferably in a not-for-profit, arts environment.
- Strong financial management skills related to budgeting and financial reporting.
- Strong understanding of bookkeeping procedures and payroll administration.
- Knowledge of QuickBooks, Microsoft Dynamics 365 or similar accounting software system.
- Demonstrated meeting coordination experience - working with senior staff to coordinate dates, meeting invitations, agenda setting, meeting package coordination, onsite/virtual setup, minutes, follow-up.
- Strong computer skills with proficiency in Microsoft and Google Suites (SharePoint, Word, Docs, Outlook, Excel, Sheets) and remote tools (e.g., Teams, Zoom).
- Acute attention to detail and accurate documentation, records management, and reporting.
- Solid numeracy skills with experience managing and submitting budgets, expense claims and reports.
- High level of professionalism with strong interpersonal, organizational, communication and written skills.

This position is 25-30 hours per week. The hourly pay is $25.00-$30.00 depending on experience.

This position is based in Hamilton. Working on-site when required.

**Job Type**: Part-time

**Salary**: $25.00-$30.00 per hour

Expected hours: 25 - 30 per week

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Hamilton, ON L8P 2Z4: reliably commute or plan to relocate before starting work (required)

**Education**:

- Bachelor's Degree (preferred)

Work Location: In person

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