Adminstrative Assistant

Are you passionate about culture, the arts, natural history, and science? Do you have a keen eye for how these elements aesthetically come together to tell the many stories of humanity? Join our dynamic team at the ROM and embark on a fulfilling career as an Administrative Assistant supporting Exhibition Planning and Development team.

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As the Administrative Assistant for Exhibition Planning and Development, you will play a pivotal role in managing the daily operations of the department. Your expertise in planning and organization will be crucial in developing and implementing administrative procedures and protocols. Additionally, you will actively participate in key strategic initiatives that shape the development of ROM's exhibition program.

**RESPONSIBILITIES**:

- Support the SVP of Exhibition and Gallery Planning, SVP of Exhibition Development, and the exhibition department by providing essential administrative assistance, ensuring they have the resources to achieve strategic goals.
- Efficiently manage schedules for the SVP of Exhibition and Gallery Planning and SVP of Exhibition Development.
- Handle confidential materials discreetly, participating in confidential meetings as required.
- Coordinate staff and programs to ensure smooth operations for exhibition planning and development, including onboarding new staff.
- Develop and implement administrative procedures and protocols to enhance the efficiency and productivity of the executive team.
- Support the exhibition department by establishing financial controls, assisting with budgeting, managing invoices, budget documents, purchase orders, and tracking approvals. Collaborate with the Finance department to maintain accurate financial information.
- Manage conference attendance and professional memberships for the exhibition team.
- Produce high-quality business correspondence, reports, speeches, minutes, and presentations that align with the ROM's strategic vision.
- Coordinate special events and lectures, handling logistics and gathering materials for seamless execution.
- Prepare briefing packages for executive meetings, committee meetings, and exhibition openings. Transcribe and distribute minutes to keep stakeholders informed.
- Ensure smooth travel and accommodation arrangements for domestic and international exhibition-related trips.
- Manage procurement and inventory of office supplies and materials for the department, meetings, and special events.

**QUALIFICATIONS**:

- University or College degree in a business or culture-related program, or equivalent experience and education.
- Minimum of five (5) years of experience in a senior administrative environment.
- Strong organizational skills and the ability to manage and coordinate project details, anticipate logístical and administrative needs, and effectively schedule executive calendars.
- Demonstrated advanced software skills in Microsoft Office, Excel, Outlook, SharePoint, Teams, and Adobe Acrobat.
- Excellent oral and written communication skills.
- Demonstrated experience in budgeting and budgetary control.
- French language proficiency would be considered an asset.
- Ability to work in a flexible and consultative manner.

**Salary and Terms of Employment**

**START DATE**:ASAP

**OPEN DATE: July 13, 2023**

**CLOSE DATE: July 27, 2023**

**EMPLOYEE GROUP**:OPSEU Full-time Local 543

**SALARY/HOURLY RATE**: $52,972 - $60,333.00

**SCHEDULE**:35 hours

**PROBATIONARY PERIOD**: six (6) months

**The ROM is committed to fair and accessible employment practices. Upon request, suitable accommodations are available under the Accessibility for Ontarians with Disability Act (AODA) to applicants invited to an interview.**

**Diversity Statement**

**Accessibility Statement**

ROM is committed to fair and accessible employment practices. Upon request, suitable accommodations are available under the Accessibility for Ontarians with Disability Act (AODA) to applicants invited to an interview.

**COVID Statement**

Royal Ontario Museum recognizes its heightened duty to protect employees from health and safety risks during the current pandemic. As such, an offer of employment shall be conditional on proof of complete COVID-19 vaccination with a vaccine series approved by Health Canada or the World Health Organization.

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