Purpose:

This position is integral to the growth of the organization and sustains culture and vision.  It is a leadership role and this person’s fingerprints are on all aspects of the organization. The hope and expectation is that this is a meaningful role which combines both the big picture and the details.  This is a detail oriented job!

Accountability:

This position reports and is accountable to the Executive Director; and the administrative team is created of the Bookkeeper the Fund Development Coordinator and Administrator all three positions are responsible to each other. 

Responsibilities:

  1. Bookkeeping support:

    • Accounts Payable

    • Accounts Receivable

    • Payroll 

    • Deposits

    • Assist with the development and management of project budgets; including ensuring that all project accounting is completed accurately and on time.  

    • Backup documentation including contracts, invoices, etc. 

    • Provide support to annual audit

    • Petty Cash

    • Floats

    • Going to bank as required

  2. Provide administrative support as required: 

    1. Executive Director 

      • Correspondence

      • Printing materials when required

      • Preparing meeting packages

      • Developing powerpoint presentations

      • Operating audio / video equipment

      • Creating meeting invites and managing RSVPs

      • Returning phone calls and/or emails as required

      • Managing confidential information for the organization

    2. Kaleido Festival & Deep Freeze Festival

      • Staff (including interns) scheduling

      • Arranging logistics including emails, passwords, keys, codes, etc. for all team members. 

      • Onboarding all team members for festivals

      • Developing and distributing agendas, taking and distributing meeting minutes

      • Coordinating info booths, festival merchandise, donation tubes, floats, raffle

      • Assisting with coordinating and executing cleanup, including inventory

      • Sending thank yous to sponsors and donors

      • Participating in volunteer appreciation planning and implementation

      • Participating in all events leading up to Deep Freeze and Kaleido

    3. Special Projects & Events

      • Supervise the assigned lead for each special project all information for project management, including budget, volunteer recruitment, reporting requirements, and so on. Ensure proper project tracking is set up at the beginning of each project, and maintained to meet funders requirements.  

      • Attend all special events, including setup and takedown.

    4. The Carrot

      • Cross train to ensure you can open and close The Carrot, and perform all Carrot functions (barista, sell art, sell artisan crafts, sell merch, contact volunteers)

      • Work opening / closing shifts as required

      • Provide backup to scheduling volunteers as required.

    5. Fund Development

      • Support sponsorship communication, tracking & recognition

      • Support donor communication, tracking & recognition

      • Support in-kind contribution communication, tracking & recognition

    6. Arts on the Ave

      • Order office supplies

      • Set up software access, email accounts, manage all AOTA password using Last Pass, manage computers and ensure up to date, repairs are completed, etc.

      • Prepare and send out calls for artists, musicians, visual artists, Eventbrite invitations, and so on.  

      • Set up people and projects in Basecamp, Better Impact, Festival Pro as required.

    7. Annual General Meeting 

      • Support to Executive Director to prepare copies of financial statements, meeting agenda, minutes of previous meetings, powerpoints, etc. 

      • Review a project from previous year.

  3. HR Support

    • Contracts

    • Assist with recruiting, interviewing, selecting, training & supporting and reporting for interns & students

    • Track student / intern contracts and hours as funders require

    • Manage access to The Carrot, Jerry Forbes Centre; keys, fobs, passwords, etc. 

    • Manage all paperwork and documentation for payroll and personnel files

  4. File Management Systems 

    • Electronic

    • Paper Systems

    • Password management

  5. Graphic Design Liaison

    • Liaise with graphic designer as required 

    • Backup social media posts as required 

Work Environment:

This position works at both The Carrot and the Jerry Forbes Centre, and must be flexible to adapt to changing environments.  

Hours will vary according to requirements, and will include an evening each week, daytime hours and one shift on the weekend.  Scheduling will change to meet the operational requirements of AOTA. This person must have access to a car to use during their work hours.  

Our environment is busy, we always have lots of work to do, but we also have really fun and inspiring projects.  You must be able to work effectively in a busy/bustling environment.  

Our dress code is business casual.

Knowledge, Skills & Attitudes:

  1. You must be incredibly organized at all times.

  2. You have an exceptional ability to see all items (big and small) through to completion.

  3. You are always able to say, “I don’t know” and “I need help”, “I made a mistake”.

  4. You are a solution seeker, not just a problem identifier; you understand and live our philosophical orientation of saying “Yes, and…” 

  5. You can track your daily, weekly, monthly tasks and continuously prioritize to include emerging priorities.

  6. You understand how to support others on the team without doing their work for them, covering up for them when work is not completed, and holding them accountable to get their work done.

  7. You are a highly effective independent worker; you get things done without being reminded and always report back on tasks and assignments.

  8. Proficient with a variety of software and apps:  Office 365, Google, etc. 

  9. You see challenges as opportunities and thrive on getting things done!

  10. You are always on the lookout for partners and people we can play in our sandbox with. 

  11. You are an explicit and direct communicator.

  12. You continuously look for opportunities to encourage, motivate, and celebrate the team.

  13. You understand and are guided by our humanitarian focused mission.

Please send your resume and cover letter to [email protected]

Salary: based on experience.

If you make the shortlist you will hear from us within 6 business days of the posting close date. We will also keep your application on file for future roles that you may wish to consider.