Administrative Assistant - Jobs in Victoria, BC

Job Description

ABOUT THE COLLEGESituated in beautiful Victoria, British Columbia, the Canadian College of Performing Arts (CCPA), founded in 1998, is a dynamic educational center dedicated to excellence in the performing arts. CCPA offers the highest level of quality training in a broad spectrum of performance areas, preparing students for careers locally, nationally and internationally. The College offers a stimulating, positive and constructive environment where students are encouraged to develop high performance, work ethic and conduct standards. The Canadian Heritage Arts Society, a non-profit society, operates the College.The college has a strong community of alumni, donor, and volunteer support, and has been highly effective in its management of COVID-19 protocols, ensuring that students, faculty and staff are safe, and that the college could return to in-person learning in September 2020 and continue to be successful in its mandate of providing the highest caliber or performing arts training.THE POSITION, ACCOUNTABILITY & REPORTING STRUCTUREReporting to the Administrative Manager and the Managing Artistic Director, the Administrative Assistant contributes to the efficient day-to-day operations of the Canadian College of Performing Arts office and administrative departments.CCPA’s ideal candidate will be passionate about the performing arts and education and can build momentum with our current stakeholders and prospective students, as well as inspire new supporters.OVERVIEW OF PRIMARY DUTIES AND RESPONSIBILITIESThe Administrative Assistant works under the Administrative Manager, Managing Artistic Director and Director of Education to provide administrative support, ensure a positive patron experience, and assist with engagement.

• Day-to-day administrative support as directed by the Administrative Manager including but not limited to data entry, photocopying, sorting mail, and ordering supplies
• Assists in the cataloguing of digital and physical materials
• Liaises with all staff as directed by the Administrative Manager for additional tasks
• Supports Artist and Patron Services Officer with volunteer coordination: including recruiting, training, and celebrating volunteers as well as maintaining an up-to-date volunteer database in Theatre Manager
• Assists in networking and building relationships with community groups/organizations & social services entities
• Work with College management to plan opportunities to engage with under-served communities and individuals with limited access to theatre
• Undertake research projects under the direction of the Administrative Manager to support recruitment, development, and communications
• Logistical support for events including and not limited to: ordering food, liquor, preparing and serving in the kitchen, applying for liquor licenses, providing assistance with set up and take down
• Provide Box Office support including updating our database, interacting with subscribers, and volunteer training
• Ensure proper lobby signage, and website and program content for audience advisories and box office information
• Provide Audience services and supervise Front of House volunteers and students
• Supports guest artist relationships including arranging travel and accommodation and providing orientation upon arrival as needed
• Answer general phone and email inquiries in a professional and courteous manner, with a goal to minimize the interruptions for all staff, and direct to the appropriate staff member.

PERSONAL CHARACTERISTICSThe Administrative Assistant will demonstrate competence in the following areas:

• Relationships: Maintain positive working relationships with others, internally and externally.
• Communication: Excellent oral and written communication skills.
• Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions to enhance CCPA’s effectiveness.
• Work ethic: Excellent time management skills; attention to detail; the capacity to prioritize by assessing situations to determine urgency; ability to develop a work schedule, set goals, create / implement action plans and monitor progress towards goals; and ability to make clear, timely decisions.

KNOWLEDGE, SKILL AND ABILITIES

• Computer skills including basic experience with Microsoft platform and Google Suites.
• Experience with Theatre Manager box office software a benefit
• Strong interpersonal and oral/written communication skills.
• Operates from and understands the ethical framework required in a post-secondary institution.
• Experience working with young adults and students.
• Detail oriented self-starter, with excellent planning, organizational, time-management and team building skills.
• Ability to work independently as well as in a team environment.
• Ability to work evenings and occasional weekends at events and attendance at performances as required throughout the year.

QUALIFICATIONSPost-secondary degree or an equivalent combination of education and experience. 1-2 years of relevant experience, preferably in Education, performing arts and/or Theatre.WORKING CONDITIONS

• 3 – 5 days / week, schedule to be mutually agreed to.
• Employees work from The Canadian College of Performing Arts located at 1701 Elgin Road, Victoria, BC, V8R 5L7. Candidates should be prepared to work in a fast paced facility bursting with energy, music, dance and theatrical expression.
• Semi-regular remote work is made available to staff.
• The College requires staff at select evening and weekend events and work schedules will need to adjust accordingly. Accrued overtime hours are taken as time in lieu.
• The College is committed to supporting work life balance offering flex-time, 10 sick days and 8 personal days in addition to 2 weeks of paid vacation in the summer with an additional 1 week off over the winter holiday school closure.
• After 3 months employees are entitled to a comprehensive Medical Benefits package including dental, EQ Virtual Health Care, and an employee assistance program.
• Parking Space and complimentary theatre tickets available
• Salary range $18 - $22/hour commensurate with experience.

HOW TO APPLYInterested applicants should provide a letter of interest, a current resume, and a list of three references with contact information. Applications will be reviewed on an ongoing basis. For priority consideration, complete applications must be submitted by Thursday September 29 to hiring (at) ccpacanada.com, attention: Caleb Marshall, Managing Artistic Director.Job Types: Part-time, Full-timeSalary: $18.00-$22.00 per hourBenefits:

• Casual dress
• Dental care
• Employee assistance program
• Flexible schedule
• Flextime
• On-site parking
• Paid time off
• Vision care
• Work from home

Flexible Language Requirement:

• French not required

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Victoria, BC: reliably commute or plan to relocate before starting work (required)

Experience:

• Administrative: 1 year (preferred)

Work Location: Hybrid remote in Victoria, BCApplication deadline: 2022-09-29Quick Apply

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