Nia Centre for the Arts is building Canada’s first professional multi-disciplinary arts Centre dedicated to Afro-diasporic art and artists.
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As the Executive Assistant, you will work directly with the Executive Director. You will manage the Executive Director’s calendar and travel, and take care of external and internal meeting scheduling for members of the board/team who steward our major donors and partners—this means seamless and reliable scheduling, follow-up, preparation and logistics for meetings and calls with donors. This includes providing support to our Board of Directors and managing Board activities including quarterly meetings, committee support as well as supporting our annual general meeting (AGM).
Additionally, you will also be supporting database and financial management, and ensuring teams have access to information as needed. Your role will require fast thinking, problem-solving, establishing processes, positive energy, and a commitment to getting the job done well and on time.
Manage Executive Director’s schedule to maximize time and ensure alignment with organizational priorities
Travel booking and logistics for local events/meetings including flights, accommodation, arranging transportation etc.
Provides Executives with documentation needed for meetings and correspondence with the business.
Manage Executive Director’s inbox to ensure that all emails are recorded, flagged and followed up on correctly.
Support Executive Director in replying to emails in a timely manner, coordinate with other teams on content.
Organize files and coordinate signatures for necessary documents and contracts.
Maintains confidential information for the business, team and leadership and ensures information is handled appropriately.
Ensure that the Board of Directors are enabled to effectively provide leadership by:
Overseeing board meetings preparation process, including gathering documents, sending out reminders and starting initial draft documents
Ensure that Board meeting logistics are seamless, productive and that minutes are taken and shared promptly
Provide logistics and scheduling support to Committees and Working Groups of the Board
Work closely with the Board and Management Team to organize logistics and communications for the Annual General Meeting (AGM)
Assist with reporting obligations for funders and government
Prepares briefing notes and minutes of meetings, as required.
Special Projects as assigned.
2-5 years’ experience or equivalent in an administrative and or executive support level capacity with increasing responsibility
Highly developed organizational and time management skills; demonstrated ability to manage competing priorities under pressure.
Excellent business acumen and ability to exercise tact, sound judgment and prioritization.
Able to observe and maintain the utmost confidentiality
Advanced-level competency with Google Suite, Microsoft Outlook, Word, Excel and PowerPoint proficiency.
Good judgment and discretion in dealing with sensitive issues.
Experience using CRMs/Databases
Experience working with a Board of Directors and supporting board.
Nia Centre is looking to implement digital tools to augment operations, and deliver hybrid programs that bring artistic experiences to our community online and in-person. We are looking for a consultant to assist us with developing and implementing our digital strategy.
WiFi planning and installation to have adequate coverage in the space
Ensure high performance of wired and wireless network including ability to handle high congestion
Follow cyber security best practices
Work with staff to set up permissions and access levels
Manage building access, monitoring, and security solutions (e.g., keyless door access through Openpath)
Monitor network usage and suggest improvement
Recommend and oversee digital workflows within organization (e.g., in project management, knowledge management, community management)
Are representative of the African Diaspora or have experience working with Black communities
Have at least 3+ years experience as an IT consultant
Have demonstrable experience with similar organizations to Nia Centre
Have a strong understanding of digital strategies and the Black-Canadian experience
Has the ability to define and configure software, hardware and network requirements for administrative operations, including coworking spaces, and digital media labs
Analyzes IT requirements giving independent and objective advice on the use of technology
Designs, tests, installs and monitors new systems and develops solutions and implementation of new systems
Is able to account for e-commerce functionality
Have experience with Mac hardware and software configuration, problem determination and resolution
Network LAN / WAN implementation maintenance
Cybersecurity knowledge and ability to design and implement solutions for clients.
Must be comfortable with a variety of tasks, ranging from server installs, hardware reconfiguration, cloud hostings and back-ups, to system problem diagnosis.
Implement CRM systems and other related applications according to what is best for each client
Able to write manuals and perform live training
This position is:
Contract work: $5,000 – 7,500
How to apply:
Interested consultants are asked to submit the following to email@example.com :
A cover letter highlighting your interest in the project and relevant experience
A CV detailing your experience and expertise
Questions can be directed to Namulinda Lester, at firstname.lastname@example.org
Nia Centre is strongly committed to equity and inclusion within the community and encourages applications from all qualified candidates including Persons with Disabilities, Persons of Colour, Indigenous and 2SLGBTQIAP community members. We thank all applicants in advance, however only those selected for an interview will be contacted.