ADMINISTRATIVE ASSISTANT, EXECUTIVE OFFICE

Full job description

Introducing the National Arts Centre

The National Arts Centre (NAC) is Canada's bilingual, multi-disciplinary home for the performing arts. The NAC presents, creates, produces, and co-produces performing arts programming in various streams-the NAC Orchestra, Dance, English Theatre, French Theatre, Indigenous Theatre, and Popular Music and Variety-and nurtures the next generation of audiences and artists from across Canada. The NAC is located on the traditional, unceded, unsurrendered territory of the Anishinabe Algonquin Nation.

At the National Arts Centre, we believe the performing arts are vital to the human experience. A house of dreams for the Canadian performing arts, we work with artists and arts organizations from across this land to revitalize our sector.

Curious to learn more? Read our 2023-2026 Strategic Plan, The Journey Ahead.

Equity, Diversity, Inclusion, Anti-Racism and Accessibility

We are on a journey, committed to ensuring that equity, diversity, inclusion, accessibility, anti-racism and reconciliation with Indigenous peoples will guide our actions.

The NAC welcomes applications from candidates who can help us meet our vision, and contribute to the diversity of lived experiences, perspectives, and approaches. When you join the NAC, you will be part of an inclusive community working hard to dismantle barriers to employees' well-being, access, potential, and success. The NAC actively seeks candidates who identify as women, Indigenous, Black, Persons of Colour (IBPoC), members of 2SLGBTQIA+ communities, and people with disabilities. We encourage you to self-identify in the recruitment process.

Job Number: J0525-082+

Job Title: ADMINISTRATIVE ASSISTANT, EXECUTIVE OFFICE

Employment Type: Part-time Term

Job Category: Executive

Open Positions: 1

Posting Date: June 2, 2025

Closing Date: July 6, 2025

Salary: $51,000.00 - $63,700.00/Year

Language Requirement: Bilingual

Working Hours: 2 weekdays per week; hours from 10h to 18h

Job Reports To: Executive Assistant

Key Activities

Reporting to the Executive Assistant, the incumbent’s responsibilities include, but are not limited to, working closely with the Executive Assistant in the planning, prioritization and fulfillment of daily activities such as meeting preparation, co-ordination of the President and Chief Executive Officer’s schedule, travel arrangements and co-ordination of all forms and daily correspondence.

Responsibilities include but are not limited to:

Answer and direct general telephone inquiries in a professional and courteous manner;

Reply to general information requests;

Greet high-level NAC visitors – including senior officials from various government departments, embassies, and artists – in a professional manner.

Office administration

Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents;

Sort incoming mail, and courier parcels;

Prepare and send mail, and courier parcels;

Direct e-mails and voice messages to the appropriate staff members for action;

Purchase, receive and store office supplies;

Code and file administrative material;

Update the CEO’s databases;

Provide administrative support to office staff;

Make travel, meeting and other arrangements for the CEO and Chair of the Board;

Prepare expense reports.

Financial management

Code and file financial material;

Prepare credit card reconciliations.

Support to the Board of Trustees

Ensure the timely distribution of material to Board members.

Skill Requirements

Post secondary diploma plus a minimum of three (3) years of working in an executive environment;

Excellent computer skills including Word, Excel, Access, PowerPoint and Outlook;

Strong knowledge with Microsoft Office suite;

Strong research skills on the Internet;

Ability to adapt quickly to a fast-paced and highly charged environment;

Highly organized and able to coordinate a variety of activities simultaneously;

Excellent public relations and interpersonal skills;

Must be able to maintain discretion and absolute confidentiality at all times;

Tactful, diplomatic and professional;

Flexible and available to work within an irregular schedule;

Excellent oral and written communication skills in both official languages is mandatory.

Who Can Apply

Persons residing in Canada and Canadian citizens residing abroad. Preference will be given to Canadian citizens.

As part of NAC's interview process, in-person interviews may be required. Please ensure to have the most up-to-date information on your résumé including your current email address.

While we appreciate all applications, only those selected for an interview will be contacted by us.

Important Notice

The National Arts Centre (NAC) is committed to inclusive employee recruitment and selection. The NAC welcomes and encourages applications from people with disabilities. If you require accommodation during the selection process, please inform us as soon as possible and we will make every effort to fulfill your accommodation request.

The successful candidate will be required to provide the original or a true certified copy of their education credentials as appropriate, along with proof of a valid Criminal Background Check as a condition of employment.