Administrator

4 days ago


Vancouver, Canada Eastside Arts Society Full time

The Administrator is responsible for the administration of the Eastside Arts Society which programs the Eastside Culture Crawl, the CREATE Arts Festival and the Eastside Arts District.

**Duties and Responsibilities**
- General Office Administration: _
- Responsible for maintaining physical and digital filing systems and back-ups
- Ensuring office software and hardware are functioning and in good working order
- Responsible for ensuring office is properly stocked for supplies and amenities
- Responsible for compiling and disseminating documents to staff, board, members and committees, such as the AGM report
- Minute taker for staff meetings and committee meetings
- Prepares and sends all charitable tax receipts
- Coordinates intra-organizational events such as Board BBQ and Board Holiday event
- Collaterals, Media & Communications: _
- In conjunction with the Artist Coordinator, collects and collates EAS content for marketing and promotional materials. Liaises with and assists Directors in preparing content. Collects and relays content to designers.
- Procures promotional and advertising content for media partners including contest and cross-promotion prizing and pick-up/delivery
- Ensures website content is current and updates as required, adds content and events
- Manages, creates and posts/sends regular content for EAS/EAD public newsletters, web and social media. Responds to public’s questions regarding social media and festival information.
- Responsible for managing Culture Crawl and CREATE festival signage inventory, tracking inventory in house, and ensuring adequate inventory for upcoming events
- Logistical Event Support: _
- Administrative support for CREATE Arts Festival, Culture Crawl, Eastside Arts District and EAS fundraising events
- Securing rentals, event permits, festival vendors, etc.
- Soliciting donations for silent auction in conjunction with the Managing Director
- Preparing, inputting and scheduling web/event page, social media, newsletter content promoting the initiatives
- Ticketing and receipting
- On-site event support assisting with the delivery of multiple events (CREATE, Culture Crawl - exhibits, fundraising events, etc.)
- Volunteer coordinator for festivals and fundraising events
- EAD_
- Provides administrator support for EAD, including meetings, minute-taking
- Provides information for business and operational plans and other needs as required

**Qualifications**
- 3-5 years administrative experience in the arts or not-for-profit administration sectors
- Accuracy and attention to detail
- Good communication skills / Excellent verbal and written communications skills
- Ability to multitask, problem solve and remain flexible within a fast paced and changing environment
- Advanced computer skills and experience with a variety of office management software, such as Microsoft suite and Google drive
- Ability to effectively liaise with of a wide variety of stakeholders
- Ability to work independently and in a team environment
- Able to work well under pressure, in an, at times, fast-paced environment and under competing needs and deadlines
- Experience and knowledge of social media platforms, communication platforms (Mailchimp), ticketing platforms (Eventbrite), website CMS (preferably Wordpress and Elementor) & content updates
- Physically able to assist with event set-up and strike
- Must be flexible with working hours - this position will typically involve more hours from May - July and September to December and includes evening and week-end work
- Valid Class 5 Driver’s license and Serving it Right

Although not required, hive-fives for skills & certifications in the following areas:

- Photoshop, Adobe Illustrator, Photography, Marketing, First Aid,

**Reporting**

The Administrator reports to the Managing Director and the Artistic & Executive Director of the Eastside Arts Society

**Conditions of Employment**
- This position offers permanent, fulltime employment, an average of 37.5 hours per week
- Position must be carried out in office/in-person during office hours
- Able and willing to work flexible hours, including an increased workload during peak programming periods (June-July & September - December)
- EAS employees must be up to date on COVID vaccinations
- This position is salaried at $52,500 annually
- Annual medical benefit pay-out in place of medical plan

**Salary**: $52,500.00 per year

Schedule:

- 8 hour shift
- Day shift

COVID-19 considerations:
Visitors to the office are required to wear a mask.


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