Festival Administrator & Office Coordinator

Job Opening

FESTIVAL ADMINISTRATOR & OFFICE COORDINATOR

  • Duration: Permanent, full-time; inc some evenings/weekends + flexibility
  • Compensation: $32,000-$35,000 salary + extended health benefits + 3 weeks holiday
  • Reporting to: Managing Director
POSITION OVERVIEW

The Festival Administrator & Office Coordinator is responsible for the day-to-day running of the physical and virtual office environment, maintaining systems and processes necessary for the smooth functioning of Indian Summer Arts Society throughout the year. The role provides administrative support for the management team, and wears multiple hats during production season to mount the festival.

KEY RESPONSIBILITIES

Office Administration

  • Manage office space functionality and organization, including maintaining tidiness of all staff areas, particularly kitchen, office and storage spaces
  • In-office and online reception including answering phones and managing online inquiries and correspondence (email, Twitter, FB, IG, Box Office)
  • Coordination of mail, labelling, packaging and distribution
  • Ordering office stationery, equipment, kitchen supplies and catering as required
  • Maintain impeccable files (hard and virtual) following ISAS procedures
  • Oversight of all policies, manuals, & governance support
  • Convening weekly staff meetings, including preparation and circulation of agenda, minutes and action list (in consultation with Managing Director)
  • Banking: Depositing cheques/cash, manage records, preparing cash floats, preparing payments (i.e. for artists), adding/removing signers on bank accounts, any other in-person/physical banking functions
  • Providing general grant and fundraising support

Operations

  • Staff onboarding, setup, basic training and exit management
  • Main point-of-contact for staff inquiries regarding office space, online file organization, technology and systems
  • Maintain accuracy & functionality of CRM database, including regularly updating staff, board, member, volunteer, vendor, donor and sponsor details

IT Support

  • Liaise with IT support contractor to manage software/hardware equipment, back-up of data, applications, licenses and accounts
  • Oversight of all office communication and technology systems, related equipment and software
  • Maintain backups and ensure that archival footage is organized and safely stored, and that materials reaching their destruction date are removed/destroyed

Board Governance

  • Manage membership records and administration and board log
  • Organising and minuting meetings and events including Board and Committee meetings
  • Complete all filings required for compliance with the BC Societies Act
  • Help plan and coordinate internal events such as AGM, strategic planning and team functions

Event & Festival Administration

  • Play a front of house role, ensuring a welcoming, warm, and inclusive experience for our audience
  • Oversee volunteers, including giving input on event implementation needs
  • Implement box office system; planning, setup, & execution (Eventbrite)
  • Track event ticket requests, issue tickets, manage ticketing inquiries, refunds, complimentary tickets, etc. and capture data for reporting purposes
  • Manage all ticket and merchandise sales leading up to and during events
  • Maintain detailed records and data, producing reports as requested on; ticket & merchandise sales, discounts, holds, complimentary tickets and vouchers, inventory
  • Prepare cash floats, merchandise purchasing and inventory management, reconcile ticket & merchandise sales

YOU MIGHT BE THE PERSON WE ARE LOOKING FOR IF YOU:

  • Are eager to learn and excited to grow
  • Enjoy taking initiative and troubleshooting problems
  • Able to anticipate needs of management and provide related support
  • Strive to bring order and organization to drawers and drives and processes

SOFTWARE/TECH WE LOVE

  • Slack
  • Asana
  • Keela
  • Gmail/Google Drive/Meets
  • Eventbrite (or other ticketing platforms)
  • MS Office – Word/Excel
  • Whatsapp

TO BE SUCCESSFUL IN THIS ROLE, YOU MUST:

  • Have at least 2+ years in a managerial assistant or administrative role
  • Enjoy wearing many hats
  • Have strong communications skills – written and verbal
  • Perform well under pressure and able to handle situations on the fly
  • Have a strong work ethic and schedule flexibility
  • Like to get creative by finding innovative solutions to tough problems
  • Be committed to equity, diversity and inclusion practices
  • Be a lover of arts and culture, and the world of live and digital events

ASSETS:
Ability to speak South Asian language and/or knowledge of South Asian arts and culture
Drivers license

TO APPLY:
Email your resume and cover letter, explaining why you are a great candidate to join our team, to laura(at)indiansummerfest(dot)ca no later than Nov 2, 2020 with job title in subject line.

We are alert and sensitive to the issue of fair and equitable treatment for all, and ISAS has a special concern with the participation and advancement of members of four designated groups that have traditionally been disadvantaged in employment: women, visible minorities, Indigenous peoples and persons with disabilities. As a result, the Society reserves the right to give preferential treatment during the hiring process to such aforementioned groups in efforts to eliminate under representation of those designated groups in the workplace.

We thank all applicants, however, only those being considered for an interview will be contacted directly.

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