Administrative Assistant 2022 - Remote

Barrie, ON Seasonal

Administrative Assistant - Remote

This is a full time position.

You must apply using our easy-apply portal: https://ontariomusicians.easyapply.co/

Please note that aspects of this position are modified to ensure Health and Safety during the COVID-19 pandemic.

Note: Emails regarding this position come from a "Get Hired" account, and may be delivered to your spam folder. If you haven't received a confirmation of your application within 72 hours, please email jobs@canadianmusicians.coop for support.

As an Administrative Assistant, you will work with and support the Corporate Services and Human Resources Departments to support a variety of departments at Canadian Musicians Cooperative (The Co-op). Administrative Assistants may be assigned to a particular department or program. Your skills will be critical in facilitating active communication and ensuring all department responsibilities are up to date and being maintained.

Due to federal funding requirements for this program, successful applicants must be:

  • 15–30 years of age on their first day of work

  • A Canadian citizen, have a permanent resident card, or be protected under the Immigration and Refugee Protection Act (there is no requirement to be a student) 

  • Residing in Canada during the length of the employment.

This program pays minimum wage for your province. The summer employment length is 7-16 weeks between the end of April and beginning of September. 

Duties and Responsibilities:

  • Prepare, key in, edit and proofread correspondence, invoices, presentations, brochures, publications, reports and related material

  • Open and distribute incoming mail, messages, and other material and coordinate the flow of information internally and with other departments and organizations

  • Schedule and confirm appointments and meetings

  • Answer telephone and electronic enquiries and relay telephone calls and messages

  • Set up and maintain manual and computerized information filing systems

  • Determine and establish office procedures

  • Attend meetings to take attendance, record, and prepare minutes 

  • Compile data, statistics and other information to support research and grant writing activities

  • Research, write, update/edit and distribute office materials and forms, including:

    • updating the employee handbook;

    • updating, printing, and collating workshop materials;

    • editing media releases, key speakers notes, PowerPoint presentations

  • Receive, process and file all other forms and processes as assigned

  • Distribute materials as assigned and authorized by senior staff

  • Organize Google Drive and related assets

  • Update the Monday.com boards with details as needed

  • Facilitate communication between departments, and follow up regularly with clients, coworkers, and supervisors

  • Liaise with and support program leaders and departments as assigned

  • May be required to supervise and train office staff in procedures and in use of current software

  • Perform other appropriate duties as assigned by management


Education/experience requirements:

  • The ideal candidate possesses or is a current student of a post-secondary program in one of the fields of Business, Music Business, Human Resources, Communication, or related field; or possess equivalent work experience and knowledge.

  • Experience working as an administrative or executive assistant is an asset.

  • Experience working remotely is an asset.

Key Knowledge, Skills, Abilities, and other characteristics: 

  • Excellent written and verbal communication skills

  • Personable demeanor

  • Outstanding organization skills

  • Ability to collaborate with several teams at once, managing your work within multiple initiatives simultaneously

  • Prioritization

  • Meeting deadlines

  • Critical thinking skills

  • Active problem-solving skills

  • Accuracy in data entry

  • Intermediate computer literacy using the following systems and software:

    • Microsoft Office (Word, Excel, PowerPoint, etc.)

    • Google Workspace (Gmail, Google Drive, Google Docs, Google Calendar, etc.)

    • Online communications platforms (Slack, Discord, Zoom, etc.)

 

The Co-op seeks individuals who enjoy collaboration, creativity, learning new skills, and engaging with artists and the community. This position may involve working some evenings and weekends as needed for special events (typically mass interviews and onboardings) and items needed on an urgent basis.  

If you have any additional documentation (i.e., your own past projects or school assignments) that you would like to submit as part of a portfolio of your relevant skills and areas of expertise, please do so in the pre-screening box labelled “Additional Documentation.” Please utilize a Google Drive, Dropbox, or equivalent software to link these files, and ensure that application screeners will be able to open the files without needing to log into the platform. 


To have your application considered by the Hiring Team, all pre-interview questions must be filled out completely. Please note that there are no part-time positions this year.

 

If you are successful in our initial screening, you will be invited to a formal panel job interview.

ADDITIONAL INFORMATION

Membership is not required to participate in the competition for this position, and no preference is given to existing members in our ranking process, however, upon acceptance of an employment contract, all employees are required to join the co-operative.


Those not selected as an Administrative Assistant are still welcome to join The Co-op as members. Professional Creator members have access to the same live or digital resources, support and community as those in our musician programs.

 

Canadian Musicians Cooperative welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process. Please email jobs@canadianmusicians.coop if you have any questions or require accommodations.

We thank you for your interest in Canadian Musicians Cooperative and for participating in our competition. Only those candidates selected for consideration will be contacted.


Please visit our careers page to see more job opportunities.

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