Administrative Assistant

The Power Plant
Application Deadline: April 10, 2024

The Power Plant Contemporary Art Gallery at Harbourfront Centre is Canada’s leading public gallery devoted exclusively to the art of our time and is recognized as an important centre for contemporary art in North America. Since 1987, The Power Plant’s mission has been to create an open culture and community for people to be face-to-face with thought-provoking contemporary art and ideas. We have a culturally diverse workforce and audience whose lives and communities we seek to enrich through encouraging exploration of self and society. More than a gallery, The Power Plant is a community hub that caters to adults, youth, and children through broad and unique programming. To learn more about us, please visit thepowerplant.org.

We are currently looking to bring on board a resourceful, super-organized and collaborative Administrative Assistant with great interpersonal and communication skills, to administer the offices of the Executive Director and the Board of Directors by performing administrative, secretarial and confidential duties to ensure the efficient and effective functioning of The Power Plant.

 

Position Title:  Administrative Assistant

Reporting to:  Executive Director

Type of Employment: Full-time, 35 hours per week

Work Location: Toronto, hybrid work environment is currently in place  (3+ days per week on-site)

 

Duties

  • Records minutes of Board of Directors’ meetings. Drafts minutes for approval and distribution to appropriate personnel. Coordinates meetings, ensuring a quorum is present at each. Arranges venue, set-up and hospitality.
  • Coordinates and prepares agenda items for all staff and Board meetings. Compiles and distributes departmental informational material to the Board and staff members.
  • As Officer of numerous Board Committees, schedules minutes and takes minutes.
  • Assists Donor Programs Officer with Board Membership Renewal processing.
  • Efficiently tracks pledged Board Contribution for fiscal year.
  • Provides weekly updates to Board of Directors such as Director’s Activity Reports and TPP Media Round-Ups.
  • Coordinates newly appointed Board Member Information Sessions after the Annual General Meeting.
  • Monitors financial statements for the Board of Directors budget expenditures.
  • Provides administrative support for the Executive Director by answering phones, photocopying, coordinating meetings, scheduling and maintaining appointment calendar, arranging travel, editing and typing correspondences, reports, etc.
  • Greets office visitors, screens Executive Director’s incoming phone calls, directs person(s) to appropriate personnel or takes messages as necessary. Responds to inquiries on Board matters, special events and programs by deciding upon and disseminating information of both a routine and confidential nature requiring discretionary judgment and extensive knowledge of corporate policies and procedures.
  • Makes travel, hospitality, accommodation and rental car bookings for the Executive Director and arranges foreign currency for overseas travel. Coordinates use of taxi chits and corporate credit card to comply with policy and credit card statements.
  • Prepares expense claims and cheque requisitions for the ED’s office. Investigates discrepancies in financial statements.
  • Performs highly confidential Human Resources related tasks as required, including communications with potential candidates, arranging interviews, preparing HR forms and materials, and working with the Hiring Committee.
  • On behalf of the Executive Director, coordinates compliance with Harbourfront Centre and gallery policies and procedures, compiles and checks staff timesheets, ensures good team communication and facilitates team cohesion and development. Assists with presenting a positive and proactive image.
  • Coordinates all incoming and outgoing mail and meets regularly with the Executive Director  to deal with mail and administration issues.
  • As part of the management team, participates in strategic planning for the gallery.
  • Assists the Executive Director to ensure that administration budgets are well managed.
  • Researches legal requirements and policies for Corporate Governance, as requested.
  • Coordinates monthly all staff meetings and occasional onsite and/or offsite retreats.
  • Assists with special projects as assigned by the Executive Director, as well as performs other duties of a similar nature, as required.

 

Requirements

  • Minimum of 5 years of  senior secretarial experience at the executive level, with knowledge of corporate secretarial duties, including the ability to record minutes of complex and confidential nature.
  • A Bachelor’s Degree.
  • Experience with digital records management.
  • Ability to work under pressure in a fast-paced, deadline-driven, high-volume environment characterized by continuous change and shifting priorities.
  • Familiarity with accounting methods, office systems and procedures, and the ability to operate varied office equipment, including set up for video meetings.
  • Excellent skills in Word, Excel, Teams and project management software.
  • Capacity to work independently with minimal supervision, with a proactive and anticipatory mindset.
  • Ability to maintain confidential information.
  • Highly effective communication skills and outstanding relationship-management skills to be able to work closely, positively and collaboratively with individuals at all levels of the organization and with a wide range of stakeholders.
  • A well-defined sense of diplomacy, including solid negotiation, conflict resolution, and people-management skills.
  • Excellent writing skills in English.
  • Creative and innovative thinker with the ability to also exercise a high level of critical and logical thinking.
  • Energetic, self-motivated, results-oriented and possessing a strong work ethic.
  • Administrative experience in the not-for-profit sector is desirable, as it understanding of Board governance practices.
  • Must be legally eligible to work in Canada. All international applicants must have a valid employment Visa authorizing their ability to work in Canada on a full-time, ongoing basis. We are unable to sponsor employment visas.
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Our Values

Open
We’re friendly, welcoming and inclusive, with an experimental attitude that thrives on collaboration.

Brave
To achieve our bold ambition we empower and support imaginative risk and we always try to learn from our mistakes.

Rigorous
We are committed to excellence in all we do, ensuring every visitor encounter is safe, memorable and enriching.

Kind
We value and respect each other and all our visitors, celebrating difference and striving to realise potential.

How To Apply

The Power Plant is committed to diversity and inclusiveness. We encourage qualified applicants of all backgrounds to apply. Applications must include a current resume and a cover letter indicating why you wish to join the team, how you would meet the criteria for this position, and your salary expectations.

To apply, please submit your application to jobs@harbourfrontcentre.com by no later than April 10 2024. Please quote TPP Administrative Assistant in the subject line of your application.

We thank all applicants for their interest, however, only those being considered for an interview will be contacted. Suitable accommodations will be available upon request during the hiring process.