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EMPLOYMENT OPPORTUNITY

Executive Assistant, The Power Plant

Job Ref. # 12F08-AKI

Number of vacancies: 1, Full Time

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. Over the past 20 years, its reputation for presenting cutting edge exhibitions, superior catalogues and editions, and challenging special events has remained unparalleled. Presenting contemporary art by practitioners of local, national, and international stature, The Power Plant's mission is to present and disseminate the best contemporary art in all and any media.

Currently an employment opportunity exists in The Power Plant for a full time Executive Assistant. Reporting to the Director, the primary function of this position is to administer the offices of the Director and the Board of Directors by performing administrative, secretarial and confidential duties to ensure the efficient and effective functioning of the Power Plant gallery.

MAJOR RESPONSIBILITES INCLUDE:

  • Records minutes of numerous meetings involving senior and Executive management staff as well as Board of Directors' committee and sub-committee meetings. Drafts minutes and distributes to appropriate personnel. Coordinates Board and Committee 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 corresponding information packages in a timely manner.
  • Provides administrative support for the Director: answering phones, photocopying, faxing, coordinating meetings, maintaining appointment calendar, editing and typing correspondence and reports, etc. Handles Director's mail and meets daily to deal with administration issues and priorities.
  • On behalf of the Director, coordinates compliance with Harbourfront Center and Gallery policies and procedures. Collates and checks timesheets to ensure they are correct before being submitted to Section Heads and Director for signoff. Ensures good team communication and facilitates team cohesion and development. Assist with presenting a positive and proactive image.
  • Makes arrangements for all domestic and international travel, hospitality, accommodation, car rentals, foreign currency, etc. for Director, staff and contactors.
  • Greets visitors, screens Director's incoming phone calls responding to questions of a routine nature and redirecting calls to appropriate personnel as necessary. Responds to inquires on Board matters, special events and programmes, using discretion and judgement when handling confidential matters.
  • Prepares expense claims and cheque requisitions on a timely basis. Investigates discrepancies in financial statements. Maintains and monitors petty cash. Assist in managing administration budgets.
  • Monitors and replenishes office supplies. Establishes and maintains filing system, Corporate and Committee minute books and updates gallery database.


The ideal candidate will have a minimum of 5 years' senior secretarial experience at an executive level with demonstrated experience recording complex and confidential minutes. He/she must have exceptional interpersonal skills to deal with a wide variety of people at all levels; be discrete with sound judgement and the ability to handle confidential matters in a professional manner; possess strong time management and organizational skills to manage multiple priorities. The incumbent must be computer literate with excellent word processing skills, able to work with minimal supervision. Lastly, good working knowledge of corporate secretarial duties, accounting methods, office systems and procedures are required. Ability to write and speak French is an asset.

Start Date: May 1, 2012

APPLICATION DEADLINE: April 13, 2012

Please send your resume quoting Job Ref. No. 12F08-AKI to:
Human Resources, 235 Queens Quay West
Toronto, ON M5J 2G8
Fax (416) 973-1003
E-mail: jobs@harbourfrontcentre.com

Acceptable applications will include a resume, a statement of reasons for wishing to change jobs and demonstration of haw the employee's skills and experience correspond to the listed job qualifications. Please refer to the recruitment policy for additional details.