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 firstname.lastname@example.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.
-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.