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Administrative Assistant At Banff Centre for Arts and Creativity

Location: Banff, Alberta

Job Description

The Arts Programming division is responsible for the development and planning of all arts programs at Banff Centre. Reporting to the Managing Director, the Administrative Assistant is responsible for the administration of the daily workings and logistics of the Arts Programming team and will provide administrative assistance and support for all administrative activity stemming from the arts planning, performing arts, visual arts, literary arts, and Indigenous arts areas.


Specific Accountabilities

  • Provide administrative support and act as the primary liaison/support with other Banff Centre departments on behalf of the Managing Director and the Arts Programming area.

  • Administer databases and generate reports and create documents as required.

  • Gathers information for the preparation of reports and presentations.

  • Assist in the preparation of: banquet event orders (BEOs) and Group Resume Form (GRF) compilation; preparation of employment and training contracts; reconciling staff time reports; grant data development, research and tracking.

  • Develop and maintain data tracking sheet of departmental deadlines and deliverables to ensure all staff are informed of upcoming deadlines and to ensure that all reports are prepared in compliance with the terms and conditions and within the designated timelines.

  • Organize the logistics and scheduling of new arts programming staff, working with HR and the to ensure proper and smooth on-boarding.

  • Manage schedules for the Managing Director, reviewing daily requests and keeping in mind the strategic and long-term plans of the Managing Director

  • Financial transactions including processing travel and expense claims, monthly account reports and assist with account payables and the payments of invoices.

  • Arrange meetings both for internal teams and external stakeholders and provide all minute-taking and distribution of minutes and action items.

  • Process and maintain contractual arrangements, including initiating and booking all travel, accommodation, and other requirements for arts programming guests and staff.

  • Maintain general office supplies for the division.


Qualification and Educational Requirements

  • Completion of college diploma in a related discipline (Administration or Business) or equivalent professional experience.

  • 2 years' professional experience in office administration with experience working with data and preparing reports.

  • Proficient with Microsoft Office Suite with intermediate Excel skills.

  • Computer savvy with familiarity with scheduling software programs and databases; adept at learning new technologies.

  • Proven organizational experience and the ability to successfully execute multiple simultaneous tasks and projects.

  • Excellent communication skills and the ability to work effectively as a member of a team.

  • Flexible and adaptable to changing priorities and tasks while maintaining a keen attention to detail.

  • Experience working in a fast-paced environment with the ability to think and act quickly and responsibly.

  • Awareness of performing arts production is an asset.


Special Requirements

Candidates offered a position with Banff Centre, in this capacity, will be required to obtain a criminal record check verifying a clear record before a final job offer can be finalized.

This is a part time position working 20 hours per week, between Monday and Friday.


Employment Terms & Benefits

In accordance with CUPE 4318, this is a unionized, hourly support staff position, subject to a 500 hour probationary period.

This position pays between $17.97 and $19.32 per hour, depending on qualifications, working up to 20 hours per week.


This position is not eligible for staff accommodation.


Application Process

We are accepting applications for the Administrative Assistant position until a suitable candidate has been identified. Please include a cover letter demonstrating how your experience translates to this position and why you are interested in becoming part of our team.

Diversity Statement

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. Banff Centre for Arts and Creativity hires on the basis of merit and is strongly committed to fostering diversity within its work community. If you are a foreign national please visit our International Applicants page for more information.

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