Executive Assistant

Job summary

Provide administrative and communications support to the Artistic and Executive Director and leadership team, including scheduling artists, coordinating venues and events, and assisting with expenses and bookkeeping. Support research and grant applications, and manage the organization’s website, social media presence, and marketing materials.

Job details

Position Title: Executive Assistant Reports to: Artistic and Executive Director Organization: Céleste Music is a registered charitable organization located in Toronto, Ontario. The organization assembles the most significant historical keyboard instrument collection in Canada, made available to musicians of all ages for performance, research, recording, education, and outreach. Céleste Music is a rapidly growing organization in both visibility and performance. Job Description: This position provides professional administrative support to the Artistic and Executive Director and leadership team. Strong administrative, organisational, and relationship building skills are required for this position. The Executive Assistant role is ideal for a person who is independent, versatile, and detail-oriented, with a high degree of professionalism. Primary Responsibilities: General Administrative Support Provide general administrative support requiring the use of independent judgment and initiative Oversee executive communications, such as calls and emails with our collaborators, artists, other administrative professionals Assist with the development and maintenance of external communications and mailing lists Scheduling artists for rehearsals and concerts, booking venues, managing concert events to ensure smooth deliverability of all Céleste events Assist with managing the processing of expenses and other bookkeeping tasks Research Research and administrative support in writing grant applications Knowledge of comparable organizations worldwide Finding cost-effective service providers General informational research, as directed, to serve the needs of the organization Marketing and Outreach Overseeing and managing our digital presence on our website, YouTube, and other social media platforms Preparing marketing and advertising materials, liaising with graphic design firm Skills and Competencies: Excellent written and oral communication skills with a keen eye for detail Excellent organizational and multitasking skills Very strong interpersonal skills and the ability to build relationships Ability to work independently and prioritize accordingly to effectively manage multiple projects and deadlines Handles confidential information discreetly Proactive approach to problem- solving with strong decision-making skills Adaptable in a fast-paced environment Proven experience as an executive assistant or other relevant administrative support experience Ability to work on tight deadlines while producing high-quality work Ability to exercise sound judgment Minimum Qualification: University undergraduate degree Knowledge of MS Office Suite (Word, Excel, PowerPoint) Proficiency in digital/social media platforms (LinkedIn, Instagram, Facebook, Threads, TikTok, YouTube) Proficient in Google Workspace (Drive, Docs, Sheets, Calendar, Meet) Knowledge of Wix website design and maintenance Knowledge of design applications, such as Canva or other related applications General Information: Location: Hybrid [Toronto, ON and Remote]. This role is not open to those outside ON or unable to physically commute to locations in the GTA Wage: Competitive wage compensation, salary commensurate with skills and experience Hours: Approximately 15 hours per week Part-time, Fixed term contract Contract length: 1 year, renewable Closing Date: Applications will be reviewed and considered upon submission. Resume and cover letter to: celestemusic.org@gmail.com

What you’ll do

Provide administrative and communications support to the Artistic and Executive Director and leadership team, including scheduling artists, coordinating venues and events, and assisting with expenses and bookkeeping. Support research and grant applications, and manage the organization’s website, social media presence, and marketing materials.

Requirements

A university undergraduate degree and experience as an executive assistant or in relevant administrative support are required. Candidates should have strong communication, organizational, interpersonal, and multitasking skills, proficiency with Microsoft Office and Google Workspace, and familiarity with social media platforms, Wix, and design applications.

Listed skills

• Time management · Preferred
• written communication · Preferred
• Problem solving · Preferred
• Organization · Preferred
• Administrative Support · Preferred
• Multitasking · Preferred
• scheduling · Preferred
• Relationship Building · Preferred
• Bookkeeping · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative Support
• Executive Communications
• Scheduling
• Event Coordination
• Bookkeeping
• Grant Writing Support
• Research
• Marketing
• Social Media Management
• Written Communication
• Organization
• Multitasking
• Relationship Building
• Confidentiality
• Problem-Solving
• Time Management

Job areas

• Administrative
• Marketing
• Creative & Media
• Art & Design