Administrative Coordinator

Harbourfront Centre is an innovative non-profit cultural organization renowned for being a beloved 10-acre community campus for arts, culture, and learning at the heart of Toronto’s waterfront! With events and activities for a diverse public that enliven, educate and entertain, we welcome visitors year-round, passionately dedicated to nurturing creativity, fostering connection and bringing learning to life.

We are currently seeking a highly organized and collaborative Administrative Coordinator with impeccable attention to detail and strong administrative skills to support the Arts & Culture team with the planning and execution of diverse, multidisciplinary programming, as well as with the smooth running of the department’s administrative operations.

 

Position Title: Administrative Coordinator

Department: Arts, Culture & Learning

Reporting To: Head of Arts, Culture & Learning

Type of Employment: Full-time

Number of Vacancies: 1

Hours of Work: 35 hours per week, with a work schedule that requires the flexibility to work evenings and/or weekends as per programming needs

Compensation: $47,000 – $50,000 annual salary, plus a comprehensive benefits package

Location: At our waterfront campus in downtown Toronto

 

Duties

• Provide administrative assistance in carrying out the critical path leading up to the festival, including preparing contracts, financial back up and requisitions, helping with artist services, and sharing updates and festival overviews with other departments.
• Assist with festival set-up, execution & strike as required.
• Work with the volunteer team to request volunteers and acts as a point of contact for volunteers on the day of the event.
• Attend meetings for events, festivals, and others (with production staff, artists, curators, and other partners) and record minutes as required.
• Work within the contract software database Artifax and assists with supporting Partner Festivals.
• Assist as needed with special assignments designated by the Head of Arts, Culture and Learning
• Liaise with Marketing & Communications departments to ensure accuracy and appropriateness of publicity and marketing strategies for programs.
• Prepare booking and billing contracts and keep other departments informed of program plans.
• Help to determine and/or work within an established critical path for each event that incorporates key internal and external departments i.e. production, marketing, finance.
• Support the evaluation of program success and effectiveness in meeting programming objectives.
• Help to collect information from program participants and other departments, assist with the preparation of evaluation reports and make recommendations on if, when and how to repeat the event.

 

Requirements

• A minimum of 2 years’ experience in an administrative capacity, preferably in the arts & cultural sector.
• Strong time management and organizational skills, and an impeccable attention to detail.
• Strong computer skills in Word, Excel, Power Point and database management.
• A collaborative and positive attitude, keen on helping the team achieve success and produce great program offerings.
• Good communication and interpersonal skills to be able to work successfully and effectively with a wide range of people.
• Ability to work independently, be eager to learn and capable of taking initiative.
• Some knowledge of financial processes and reconciliations is required.
• Experience in the not-for-profit sector is considered an asset.
• Must enjoy working in a fast-paced environment, be adaptable and have the ability to maintain composure under pressure.
• This position requires a flexible work schedule, working evenings and weekends as required to meet programming needs.
• Knowledge of Artifax or an event management system is ideal.
• Fluency in a language other than English is considered an asset.
• Must be legally eligible to work in Canada on an ongoing basis.

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Our Values

At Harbourfront Centre, our values—Open, Brave, Rigorous, and Kind—reflect our commitment to inclusivity, imaginative risk-taking, excellence, and respect, ensuring enriching experiences for all.

How To Apply

Harbourfront is committed to diversity and inclusiveness. We encourage qualified candidates from all backgrounds to apply. Acceptable applications must include a cover letter and a current resume.

To apply, please submit your candidacy to jobs@harbourfrontcentre.com by no later than May 27, 2025. Please quote Administrative Coordinator in the subject line of your application. Applications will be reviewed as they are received, and interviews to follow shortly thereafter.

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.