Job Description

We are currently looking for a talented, resourceful and collaborative Executive Assistant to the Chief Programming Officer with superb organizational and communication skills to provide full executive and administrative support to our Chief Programing Officer (CPO). This position requires a flawless work ethic, as well as being able to juggle a multitude of projects with tact, a can-do attitude and sound judgment.

Position Title: Executive Assistant to the Chief Programming Officer

Department: Public Programming

Key Relationships: CPO, all CPO's direct reports, and other members of staff. This is a public facing role that includes government partners, donors, corporate partners, as well as the general public.

Type of Employment: Full-time, 35 hours per week

Location: Toronto

Duties:

• Provide key contact for the operation of the CPO Office, greeting visitors, answering phones, responding to queries and inquiries, directing person(s) to appropriate personnel, and accurately relaying all messages and information.
• Coordinate the CPO's calendar.
• Monitor the CPO's emails and prepare timely responses as appropriate.
• Draft, edit and review correspondence for CPO signature, reports, power point presentations etc. to ensure accuracy and appropriateness.
• Establish and maintain an efficient electronic and paper CPO filing system for correspondence and documents.
• Provide all administrative support for the CPO by undertaking all office administration and fulfilling technology requirements.
• Support the CPO in the organization of all public programming agreements.
• Ensure agreement templates remain current and accessible for the public programming teams.
• Review draft contracts and agreements as directed by the CPO.
• Support public programming team in the proper filing of all fully executed agreements.
• Undertake special projects as assigned by the CPO from time to time, including but not limited to supporting programmers and producers in new initiatives as required.
• Respond to inquiries on Programming matters, special events and programs by deciding upon and disseminating information of both a routine and confidential nature, requiring discretionary judgement and extensive knowledge of corporate policies and procedures.
• Coordinate the CPO's travel, including booking flights and accommodation, arranging per diems and foreign currency as necessary.
• Coordinate and distribute timely notice of meetings.
• Draft agendas and minutes for approval and distributing to appropriate personnel.
• Record minutes of numerous meetings, including weekly Director meetings, and other CPO meetings as assigned.
• Meeting preparation, including compiling and distributing all required information to staff members, preparing all necessary documentation for meeting agenda items, as well as overseeing all technology requirements for presentations and attendance of participants.
• Arrange meeting venues set-up and hospitality.
• Research and compile information for special reports as required and provide ongoing research and analysis of specific issues that impact Harbourfront Centre as directed by the CPO.
• Prepare background information and briefing notes for the CPO as assigned, as well as prepare documentation for CPO speeches and presentations.
• Organize all aspects of special functions and receptions, including catering, menus, production, flowers as directed by the CPO.

Requirements:

• Minimum of 5 years' senior administrative experience at the executive level.
• Strong interpersonal skills to interact with various levels and groups of people, including dignitaries.
• Excellent time management and organizational capabilities to manage multiple priorities and multi-tasking.
• Excellent written and oral communication skills.
• Understanding of the arts and culture community both locally and globally.
• Understanding of all aspects of producing and delivering artistic programming to the public.
• Understanding of agreements and contracts as related to producing and delivering artistic programming to the public.
• Understanding of accounting methods, office systems and procedures and the ability to work with budgets.
• Strong demonstrated technical skills and abilities including all computer, software, audio/visual, teleconferencing, and other office equipment required to efficiently service meetings and operate the CPO Office.
• Proficient with word processing, spread sheets and database use.
• Ability to work independently with minimal supervision.
• Discretion and the ability to maintain confidential information.
• Willingness to maintain a flexible work schedule due to attendance at meetings, events and productions.
• Must be legally eligible to work in Canada. All international applicants must have a valid employment Visa authorizing their ability to work in Canada on a full-time, ongoing basis.
• This role is based in Toronto. The candidate must be able to work on site at our lakeside campus, however a hybrid-work model might be taken into consideration.
• Harbourfront Centre 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 full COVID-19 vaccination with a vaccine series approved by Health Canada or the World Health Organization.

Additional Info:

Our Values

Open: We're friendly, welcoming and inclusive, with an experimental attitude that thrives on collaboration.

Brave: To achieve our bold ambition we empower and support imaginative risk and we always try to learn from our mistakes.

Rigorous: We are committed to excellence in all we do, ensuring every visitor encounter is safe, memorable and enriching.

Kind: We value and respect each other and all our visitors, celebrating difference and striving to realise potential.