Job Posting 67711

Executive Assistant
Indigenous Screen Organization
Toronto Metro area, 250 Front Street West, Toronto ON M5W 1E6
closes in 7 days (Mon, 1 Feb)
full time - term / contract  •  From $50k per year

Executive Assistant

(full-time, contract for one year)

 

Indigenous Screen Office

The Indigenous Screen Office's mission is to support and develop Indigenous screen storytellers and Indigenous stories on screens and increase representation of Indigenous peoples throughout the screen industries in Canada.

 

Executive Assistant

The Executive Assistant to the ISO is responsible for contributing to the effective operation of the organization, assisting the directors and supporting other staff.  The Executive Assistant is an integral part of the team and is in a position of trust and integrity. The role is responsible for developing intra-office communication protocols, streamlining administrative procedures, managing scheduling, and task delegation.

 

Key Responsibilities

  • Effectively manage the calendars of the ISO Directors by bringing to their attention any matters that require immediate action, ensuring their schedules are current, conflict-free, and that agendas are planned as proactively and efficiently as possible;
  • Provide initial responses to routine public inquiries and refer such inquiries to appropriate ISO staff for further response or action. Track inquiries and follows up on resolution, as required;
  • Coordinate, schedule and organize meetings and conferences at the direction of ISO staff, that may consist of all levels of government, clients, consultants and other third parties; set up virtual conferencing or boardrooms, when required;
  • Prepare agendas and other material as required, coordinating logistics, ensuring all support material are distributed in advance and taking minutes, as required;
  • Coordinate French-language translation;
  • Coordinate digital technology platforms, services and subscriptions for office;
  • Provide bios and headshots for Directors' participation in panels, conferences, and events;
  • Coordinate both domestic and international travel as required: including complex flight arrangements, accommodation and other travel-related requests. Develop itineraries that are well thought out, and ensure travel is booked in advance and clearly communicated to the traveller;
  • Prepare employee expense claims, coordinate appropriate approvals and submit to accounting for processing;
  • Coordinate incoming and outgoing mail, shipping and receiving;
  • Support Program Coordinator in processing applications for ISO programs, as needed and assigned;
  • Once office work resumes, maintain board rooms and office common areas in a clean and tidy condition. Reset spaces after meetings;
  • Maintain regular office supply, promotional material inventory and kitchen supply and inventory; complete purchasing and restocking as required;
  • Coordinate and complete minor maintenance of office space for appearance and functionality as well as the organization of storage areas;
  • Maintain a thorough working knowledge of ISO Policies and Guidelines, procedures, records management, and information systems;
  • Special projects as assigned by the ISO Directors, and other duties and accountabilities, as required.

 

Skills and Experience

  • Post-secondary education in a related field or a combination of comparable skills and experience.
  • Experience in a cultural and/or not-for-profit sector;
  • Minimum 2-3 years in a similar role supporting senior leaders within the media industry;
  • Experience working with Indigenous communities or in-depth knowledge of Indigenous governance, administration and policy issues through lived or learned experience.
  • Demonstrated commitment to and understanding of the mission and values of ISO;
  • Demonstrated ability to handle multiple priorities and be self-motivated in a high pressure and demanding work environment;
  • High level of business administration skills, including Microsoft Office;
  • Proficiency with the use of virtual meeting platforms (i.e. Zoom, Skype, Google Meet/Hangouts);
  • Proven ability to exercise diplomacy and good judgment;
  • Strong interpersonal and relationship management skills with the ability to communicate effectively, both orally and in writing, with diverse cultural groups and artists;
  • Ability to work independently;
  • Ability to maintain confidentiality;
  • Exemplary attention to detail with excellent planning, organizational and time management skills;
  • Ability to take initiative to participate in a culture of learning, mentoring, and sharing;
  • Ability to contribute to building and being a part of a positive culture;
  • Fluency in French is considered an asset;
  • Ability to work flexible hours including evenings and weekends as required.

 

Application

 

To apply, please submit a cover letter outlining the qualifications and experience you would bring to the position including your experience working with Indigenous communities or in-depth knowledge of Indigenous governance, administration and policy issues through lived or learned experience and resume to

 

No phone calls, please.

 

Applicants with disabilities who are qualified and selected for an interview will be accommodated upon request.

 

Indigenous Screen Office wishes to thank all those that apply, however, only those applicants selected for an interview will be contacted. Indigenous Screen Office is an equal opportunity employer.

 

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