The Assistant to the Artistic Director provides high-level administrative and operational support to the Artistic Director of one of Edmonton’s prominent creative arts organizations. The assistant plays a crucial role in facilitating the smooth operation of all departments as overseen by the AD and ensuring the Director’s time is optimized for creative decision-making and strategic planning. This position requires a strong understanding of the artistic and administrative aspects of the organization, exceptional organizational skills, and the ability to work effectively in a fast-paced and dynamic environment.
RESPONSIBILITIES AND QUALIFICATIONS
Administrative Support:
- Manage the Executive Artistic Director’s calendar, schedule appointments, and coordinate meetings, ensuring optimal use of time and resources.
- Prepare and distribute correspondence, reports, and presentations on behalf of the Director.
- Handle travel arrangements, including booking flights, accommodations, and transportation, and processing expense reports.
- Maintain confidential files, records, and documents related to artistic projects, contracts, and agreements.
Communication and Coordination:
- Serve as a liaison between the Executive Artistic Director and internal staff, external partners, artists, and collaborators, maintaining effective communication channels.
- Assist in drafting and editing communications, including emails, memos, and other materials.
- Coordinate and distribute materials for artistic meetings, presentations, and rehearsals.
- Prepare and disseminate information related to artistic programs, performances, and events.
Project Management:
- Assist in the planning, coordination, and execution of artistic initiatives, productions, and events.
- Collaborate with the Director and artistic team to ensure project timelines and milestones are met.
- Assist with the preparation of budgets, financial reports, and grant applications.
- Conduct research on artistic trends, potential collaborators, and funding opportunities.
Event and Production Support:
- Assist in the logistical coordination of rehearsals, auditions, and performances, including scheduling, venue arrangements, and artist accommodations.
- Support the Director in managing artistic contracts, licenses, and royalty agreements.
- Help coordinate and supervise production personnel, technical staff, and artists during performances and events.
- Contribute to the development and implementation of marketing and promotional strategies for artistic programs.
Creative Input and Special Projects:
- Provide creative input and contribute to the artistic vision of the organization.
- Undertake special projects as assigned by the Executive Artistic Director, which may involve research, analysis, and recommendations for strategic initiatives.
Qualifications:
- Bachelor’s degree in arts administration, performing arts, or a related field (preferred). Proven experience in a similar administrative or assistant role within the arts, entertainment, or cultural sector.
- Strong organizational skills with exceptional attention to detail and the ability to multitask effectively.
- Excellent written and verbal communication skills.
- Proficiency in using productivity tools such as Microsoft Office Suite and project management software.
- Knowledge of the performing arts industry, including theatre, music, dance, or other related disciplines.
- Ability to work independently, take initiative, and exercise discretion with sensitive and confidential information.
- Flexibility to work evenings, weekends, and irregular hours as required by production and event schedules.
POSITION DETAILS
Schedule/Wage:
$17.50/h starting wage
30-35 hours per week.
Must be 30 or under for a Canada Summer Jobs Contract (July 17 – Sept 10)
Must work from in office and provide their own laptop
Must be available for flexible hours
To submit an application please email Byron at bmartin@grindstonetheatre.ca with your Resume and cover letter. Please note AD Assistant in the subject line.
Posting Closes: Sunday, July 9th
