Executive Assistant

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 for an experienced, collaborative, and resourceful Executive Assistant with superb organizational and communication skills, to administer the offices of the gallery’s Director & Artistic Director and the Board of Directors, providing full executive and administrative/secretarial support to ensure the efficient and effective functioning of The Power Plant. As part of the management team, the Executive Assistant will also participate in strategic planning for the organization. Our ideal candidate possesses a flawless work ethic, is trustworthy, and can juggle a multitude of projects with tact, a can-do attitude and sound judgment.

 

Position Title: Executive Assistant

Reporting To: Director & Artistic Director

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

Location: Toronto

 

Duties

• Provide full-cycle administrative support to the Director & Artistic Director, inclusive of calendar management, correspondence and contact management, meeting coordination, travel and hospitality arrangements, research, and report preparation/creation.
• Provide support for Board of Directors meetings. This includes recording minutes, drafting minutes for approval and distribution, coordinating meetings ensuring a quorum is present at each one, and arranging venue, set-up and hospitality.
• Coordinate and prepare agenda items for all staff and Board meetings.
• Compile and distribute departmental informational material to the Board and staff members.
• As an Officer of numerous Board Committees, schedule and take minutes.
• Assist the Donor Programs Manager with Board Membership renewal processing and track pledged Board Contribution for fiscal year.
• Coordinate newly appointed Board Member Information sessions after the Annual General Meeting.
• Monitor and take care of monthly financial statements for the Board of Directors budget expenditures.
• Respond to inquiries on Board matters and special events and programs, using sound judgment and discretion.
•  Prepare expense claims, cheque requisitions and credit card reconciliations for the Director’s office, investigating discrepancies in financial statements.
• Perform 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 Committees.
• On behalf of the Director & Artistic Director, coordinate compliance with Harbourfront Centre and gallery policies and procedures, ensure good team communication, and facilitate team cohesion and development.
• Participate in strategic planning for the gallery.
• Assist the Director & Artistic Director in ensuring that administration budgets are well managed.
• Research legal requirements and policies for Corporate Governance, as requested.
• From time to time, as assigned by the Director & Artistic Director, perform special projects and take care of other duties of a similar nature or level.

 

Requirements & Attributes

• Minimum of 5 years’ senior secretarial experience at the executive level, with proven experience in calendar management and meeting coordination & support.
• Exceptional attention to details.
• Strong communication, interpersonal and relationship-management skills to be able to interact professionally, collaboratively and positively with diverse groups of people and a wide range of stakeholders.
• Excellent writing skills.
• Superb time management skills and the ability to work under pressure in a fast-paced, deadline-driven, high-volume environment characterized by continuous change and shifting priorities.
• Ability to maintain and handle sensitive information with discretion.
• Resourceful, possessing the ability to work independently with minimal supervision.
• Familiarity with accounting methods, office systems and procedures.
• Proficiency and strong knowledge of Microsoft Office (Word, Excel, Power Point, Teams), Google Drive, and Zoom, and excellent word processing skills.
• An aptitude for operating office equipment such as computers, printers and audio/visual equipment.
• High level of critical and logical thinking, but also the ability to think creatively and have innovative ideas Energetic, self-motivated, results-oriented and a strong work ethic.
• Experience in the not-for-profit sector is considered an asset.
• An interest in visual arts or contemporary art is desirable.
• Knowledge of French (spoken and written) is considered valuable.
• 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.
• This role is based in Toronto. While we are currently accommodating employees on a work from home arrangement due to COVID-19, all employees will be expected to return to work at our lakeside gallery when directed to do so.
• The Power Plant recognizes its heightened duty to protect employees from health and safety risks during the current pandemic. As such, an offer of employment shall be conditional on proof of full COVID-19 vaccination with a vaccine series approved by Health Canada or the World Health Organization.

Apply

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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. Acceptable applications must include a current resume and a cover letter addressed to Gaëtane Verna, Director & Artistic Director, indicating why you wish to join the team, how you would meet the essential criteria for this key position and your salary expectation.

To apply, please submit your application to jobs@harbourfrontcentre.com by no later than May 28, 2022. Please quote Executive Assistant (TPP) 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.