Administrative Assistant Call (NOC Code 13110)

EM MEDIA Gallery & Production Society is hiring a full-time, permanent Administrative Assistant. This role operates out of the EMMEDIA office, located in 2005 10 Ave SW, Calgary, Alberta, T3C 0K4. No remote working possibilities.

EMMEDIA is a non-profit artist-run organization in Calgary, Alberta, Canada that supports both the production and presentation of media arts. EMMEDIA responds to a broad community by offering affordable access to media art production tools and facilities, services, technical and educational support, an array of production programs and residencies, and a year round schedule of public exhibition programs including the PARTICLE + WAVE Media Arts Festival. Our programs strive to foster artistic dialogue and engagement through complementary activities such as artist talks and panel discussions, workshops and publications. EMMEDIA has established ongoing support from all levels of government, as well as its own self-generated revenues. Building on a proud 35 plus year history, EMMEDIA looks confidently towards a dynamic future and seeks someone to support its Programming and Financial departments.

Job Information: Reporting to the Artistic Director, the Administrative Assistant is responsible for supporting EMMEDIA’s Artistic Director, Board of Directors, Programming and Production Committees, artists, and stakeholders. The Administrative Assistant is a key member of the team and works with all staff to ensure we are an open and welcoming space for all, to engage and steward EMMEDIA’s volunteer base, to be an active presence in the Calgary Media Arts community, including attending EMMEDIA’s events, and to represent EMMEDIA in a professional and courteous manner. This position requires an organized, detail-oriented multi-tasker, with advanced technical skills, and the ability to work independently as well as in a team environment. The ideal candidate will have an engaging personality, will be culturally-sensitive, and excel in managing administrative tasks, project coordination, communication, and time-management. A knowledge of the Media Arts Sector in Calgary and the non-profit Arts landscape in Canada is a big asset. The employee is required to communicate in English.

Term: Full-time position. Due to the nature of the position, the Administrative Assistant works Tuesday-Saturday, plus some evenings and weekends due to meetings and events, with the opportunity to take time off in lieu.

Compensation: Wage is $29.50/hr at 30 hours per week. Includes health benefits after probation period, 15 days of vacation annually, 10 additional paid days off during winter holiday closure (coinciding with the last two weeks of December), professional development opportunities, and equipment/facility access benefits.

Job Responsibilities:

Prepare, deliver and maintain records for reports, invoices, purchases and contracts with independent contractors and artists.

Prepare and assist the Artistic Director with the grant writing of operational and project grants, and preparation and reporting timelines.

Work with the Bookkeeper to oversee cheque processing, payments and payroll as needed.

Process payments and maintain records of equipment and space rentals, and workshop sign-ups.

Ensure maintenance, readily available office supplies and security of the office in collaboration with staff.

Set up and maintain well-organized operations files at EMMEDIA accessible to board and staff at all times.

Work with staff to keep the website up to date and accurate and ensure accurate representation and reputation of the organization.

Greet and encourage a proactive and positive environment for all members, staff, artists, volunteers and audience visiting EMMEDIA and attending programming events.

Answer email and telephone inquiries, and relay information to staff as needed.

Manage and deliver EMMEDIA’s social media presence and newsletter (may include hiring and supervising interns to cover this role when necessary).

Create content for social media and print, including artwork documentation, posts, signage, posters, postcards, brochures, etc.

Compile and report data and KPIs to support public programming, production, and marketing activities.

Coordinate and support the Artistic Director with production workshop delivery and maintain communication with instructors and artists.

Maintain communication with volunteers and assist the Artistic Director with volunteer management.

Professional communication in English

Qualifications:

1-3 years working in an Artist-Run Centre in Canada

2 years experience building relationships with artists, volunteers, other arts organizations, and BIPOC communities

Knowledge of all levels of Canadian government funders for media arts organizations

2 years experience supporting grant writing in an arts organization or non-profit in Canada

Experience working with budgets, entering receipts, reporting costs

Experience processing invoices and payments

Post-secondary degree in Fine Arts or Management

Excellent organizational, verbal, written and interpersonal communications skills.

Must be able to work alone and as a team player

Proven understanding and appreciation of art

Excellent time management skills

Experience with Microsoft Office suite

Experience working as a media artist is an asset

EDIA training is an asset

To Apply: Please submit your cover letter and resume as one document to [email protected], using the subject line “Administrative Assistant Application”

If you are interested in this role, we’d love to hear from you!

If you need assistance applying, or would like to provide an alternative application (video or verbal), or for any questions regarding the role, please reach out to [email protected] to discuss.

Tagged as: arts, budget, excel, finance, management, nonprofit, social media, team player