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Administrative Assistant

MacKenzie Art Gallery, Regina
Deadline: October 08, 2021 - October 13, 2021

Contact

Name: Jackie Martin

Phone: 306-584-4250 ext. 4275

Website: https://mackenzie.art/

Deadline

October 13, 2021

Reporting to the Director of Finance and Operations, and working closely with other staff and volunteers, the Administrative Assistant provides administrative support and assistance to various committees across the organization; assists with processing and maintaining accounting payable and accounts receivable; collects and confirms shop and admissions deposits and maintains sales and statistical summaries; maintain and distribute all statistical information for grant reporting requirements; provide support for and routing of Occurrence Reports; make travel arrangements and hotel reservations for staff, artists, or guests travelling on behalf of the Gallery; prepare, track and follow‐up contracts and related correspondence for artists and guests’ performers or lecturers for Gallery programs.

1. Administrative Support: The Administrative Assistant provides administrative support and assistance to various committees across the organization. Prepares correspondence, mail outs, assembling communication and marketing kits, ensures the format complies with Gallery style guide and visual identity. Provides support for routing of Occurrence Reports. Organizes special events as required including invites, facilities, catering, set‐up, clean‐up, and facility contracts. In the absence of the Executive Assistant maintain the correspondence, calendar, and scheduling of appointments for the Executive Director and CEO. Fills in for administrative and clerical support in temporary absence of support in other areas. Conducts research and assists with special projects as requested. Respond to phone, email, and in‐person inquiries.

2. Finance and Statistical Support: The Administrative Assistant provides support in the processing and maintaining of accounts payable and accounts receivable. Collects and confirm shop and admission deposits and maintain sales and statistical summaries. Assists in the reconciliation of Gallery credit cards. Maintains and distributes all statistical information for grant reporting requirements, monthly and annual reports. Establish and maintain file system for incoming documents.

3. Travel Arrangements: The Administrative Assistant makes travel arrangements and hotel reservations for all staff, artists, or guests travelling on behalf of the Gallery.

4. Contracts: The Administrative Assistant ensures that protocols are followed regarding the visits of special guests, dignitaries, Elders, politicians, partners, donors, funders, artists, curators. Ensures that all visitors are warmly greeted and made to feel welcome. Prepares, tracks and follows‐up
contracts and related correspondence for artists and guest performers or lecturers for Gallery programs.

Qualifications: Education: One‐year Administrative Assistance Certification

Experience: A minimum of one year directly related experience in a non‐profit, or similarly complex
environment, with a focus on customer service.

Requirements:
 Demonstration of exceptional interpersonal and communication skills (verbal and written), ability to copy edit and proof documents for spelling and grammatical errors.
 Ability to anticipate and respond to the needs and interests of members, donors, and visitors.
 A keen and strategic business sense, complemented by exemplary people skills.
 Excellent time management, organizational, and leadership skills.
 Ability to show initiative working both independently and cooperatively in a team environment under multiple deadlines and in high pressure situations.
 Fluent in Microsoft Office (Microsoft Word, Excel, PowerPoint, Outlook).
 Experience in database management.
 Ability to set up video projectors, laptops, audio visual equipment for basic meeting purposes.
 Valid Driver’s License required.
 Knowledge and appreciation of art, galleries and/or museums is an asset.

This position requires working public events, some evening, and weekends.

Salary Information: $40,801 to $43,406

The MacKenzie Art Gallery is committed to maintaining an inclusive culture and building a diverse workforce that includes diversity in gender identity/representation, First Nations, Inuit and Métis peoples, persons with disabilities and members of racialized communities who have traditionally been and are currently underrepresented in the Canadian workforce. We welcome applications from all qualified candidates.

HOW TO APPLY:
Please apply no later than, Wednesday October 13, 2021, 4:30 pm
Applications for this position can only by submitted via the MacKenzie’s job application portal.
Any applications submitted via email or by mail will not be considered.
To visit the portal and apply, please visit: www.mackenzie.art
Inquiries regarding this position can be directed to Jackie Martin, Director of Finance and Operations, at (306) 584‐4250 ext. 4275.
The successful candidate must submit a satisfactory Criminal Record Check prior to employment.