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Executive Liaison

Creative Saskatchewan, Regina
Deadline: June 09, 2022 - July 07, 2022

Contact

Name: Remi Dufour

Phone: 306-798-4715

E-mail: remi.dufour@creativesask.ca

Website: https://www.creativesask.ca/

Deadline

July 07, 2022

JOB TITLE: Executive Liaison
REPORTS TO: CEO
STATUS: Full-time, permanent, 37.5 hours per week, out-of-scope, non-management
SALARY RANGE:$49,332 - $64,164 per year
LOCATION: Creative Saskatchewan, #208 – 1831 College Avenue, Regina, SK S4P 4V5

JOB SUMMARY:

Reporting to the CEO, the Executive Liaison supports the Creative Saskatchewan team (the “Agency”) with administrative assistance, including coordinating Board and committee meetings and recording minutes, and providing additional support to team members on executing specific projects as needed.

WHO WE’RE LOOKING FOR:

You know how essential the creative industries are to Saskatchewan’s economic success, and you want to play an important role in helping creative entrepreneurs achieve their business goals. You’re passionate about logistics, applying order to projects, working with creative entrepreneurs in the province, and you’re excited about the opportunity to expand your skill set. You’re well-versed in Microsoft Office 365, know your way around a spreadsheet, and aren’t afraid of learning new systems and processes. As part of a small office of ten, you’ll be pleased to lend a hand with a variety of administrative support tasks for a busy team.

RESPONSIBILITIES:

This position works within the policies established by the Creative Saskatchewan Board of Directors to ensure effective, accurate and efficient administration of the numerous activities of the Agency. Duties will include, but not be limited to, the following:

a) Board Support

Attend and coordinate all Board and Committee meetings (three meetings per quarter and special meetings);
Set meeting dates, arrange special meetings, process e votes;
Prepare meeting minutes within prescribed time-frames;
Work with the Board Chair and CEO to prepare all materials for agenda packages and upload files to board portal;
Maintain board and committee annual work plans;
Prepare meeting room, including technical set-up, catering needs and take-down; prepare electronic meeting methods including sending Zoom invites and Microsoft Outlook Calendar invites and doodle polls; and
Maintain required electronic and paper records.

b) Soundstage rental administration

Respond to inquiries via email or phone;
Coordinate key hand over and fob access to the building;
Assist in preparing contracts, rental rate cards, collection and return of damage deposits;
Maintain a good working relationship with the landlord, maintenance and security providers; and
Coordinate other building related tasks such as cleaning services, heating and cooling maintenance.

c) Administrative support

Provide administrative support to the Program Team, such as maintaining a list of jury members, booking meetings, coordinating materials and agenda packages for juries;
Provide administrative support to the CEO including booking meetings; responding to email and writing correspondence;
Manage the CEO’s calendar;
Order office supplies, oversee receipt of goods;
Assist/support staff with their respective duties, such as providing event and program assistance, assisting with research and information gathering; and
Book flights and hotels for staff, Board, and clients/stakeholders.


KNOWLEDGE, SKILLS & ABILITIES:

The Executive Liaison requires knowledge, skills, and abilities in the following areas to be successful:

Project management (as an individual and as part of a team)
Verbal and written communication
Records management
Detail oriented and highly organized
Ability to multitask and prioritize
Excellent note taking skills
Solutions-oriented approach to troubleshooting issues
Outstanding customer service with a positive outlook


The following areas of experience will be considered an asset:

Experience working with non-profit Boards.
Valid driver’s license

This position, like many careers in the creative industries, requires a diverse skill set. To support this requirement, Creative Saskatchewan provides training and professional development opportunities that supplement and expand its employees’ skills.

Our hiring process is unique as we seek the best fitting candidate with our team as well as competencies and experience. For this reason, we require applicants to complete this online questionnaire: https://bit.ly/3NBFzWD