Office Administrator

Position:                    Office Administrator

Reports to:                Managing Director

Starts:                       As soon as possible

Hours:                       M-F 9am-5pm

Location:                  cSPACE King Edward 1721 29th Ave SW

To Apply:                 email cover letter and CV to managing-director@questtheatre.org

with subject heading "Office Administrator"

 

Scope of Position:

 

Under the supervision of the Managing Director, the Administrative Assistant will juggle multiple projects with superb accuracy utilizing their strong administrative skills. She/He will provide exceptional customer service skills, over the phone and in person and is responsible for account reconciliation and reporting, payables/receivables and budget tracking.  With her excellent written and verbal communication skills she will provide support to the Managing Director and participate in creative solutions as a contributing member of the Quest Team.


Duties include:

-Office reception including answering phones, directing calls, taking messages, monitoring email.  Providing client support when possible.  Determining priority of call, taking action when necessary.

-Track production and project budgets as delegated by the Managing Director.

-Prepare production and project budget reports as needed.

-Reconcile project revenue (sales) monthly.

-Coordinate and book travel and accommodation requirements for staff or artistic company as required.

-Maintain digital and paper filing systems.

-Process transactions and update database as required on “Theatre Manager” CRM.

-Gather and analyze customer insight.  (Use Excel to organize data from client surveys)

-Gather and analyze statistical data.  (ie: Number of Participants)  Prepare statistical reports.

-Participate in social media (Facebook, twitter, etc.) for the purpose of promoting Quest Theatre

-Participate in the distribution of posters, brochures, postcards, flyers, advertisements, public service announcements, web information and press releases in order to support Quest Theatre’s brand and programs.

-Participate in events that raise the profile of Quest Theatre. (For example: Annual Quest-together)

-Preparation of Sponsor and Donor annual reports in collaboration with Managing Director

-Direct intern activities when applicable.

-Help to evaluate the success of programs and identify the need and/or opportunity for new programs.

-Act as an advocate for Quest Theatre by attending meetings or other events as required for that purpose.

-Process school touring and residency sales in collaboration with the Touring and Residency Coordinator.

-Maintenance of company vehicles (insure regular maintenance, coordinate repairs)

-Other duties as required.