Job Offer - Assistant to the management

Application deadline: January 10th, 2020

Start date: January 2022 (Flexible)

Workplace: Available workspace in Montréal/Tiohtià:ke (occasional telework)

Temporary contract: 35h/week (30 weeks)

Work conditions: Increase of the minimum wage to 15$/h (Emploi-Québec Wage Subsidy)

Other advantages: Working condition policy presented to the preselected candidates

 

Presentation of the Machinery

The Machinery is an organization dedicated to the performing arts that shares resources, tools and expertise using a diversified, customized and inclusive approach. Through its community, the Machinery strengthens and showcases artistic and cultural aspirations of creators in Montréal.

The Machinery is a service organization that offers medium and long-term support, advisory services, workshops and personalized training, as well as over 250 practical and concrete management tools. It mobilizes a pool of about 150 specialized resources who are invited to support artists through specific collaborations, in addition to the five members of its internal team.

Arts professionals base their practice on active listening, their work agility and their ability to adapt to an ever-changing environment. These qualities position them as essential links to help establish overdue changes in our business sector, namely the arts and culture. To that extent, the Machinery believes that inclusivity and the decolonization of management practices are becoming indispensable. The Machinery wishes to reassess itself by questioning its approach and by humbly participating to the collective reflection.

 

Job description

The Assistant to the management is responsible for ensuring the smooth running of services and activities in support to the actions of the other members of the team. The position requires helping with administrative and bookeeping operations, digital logistic as well as receiving our guests in our physical office space.

Reception, activities and services (50 %)

  • Attend Orientation meetings with another member from the team and do the post-meeting follow-ups with the artists;
  • Confirm daily meetings, conference room bookings and handle logistic regarding the use of the Zoom account for videoconference;
  • Handle logistic regarding our in-person activities (preparing the room, snacks, etc.);
  • Send reminders to people attending our activities as well as documents and feedback surveys after the events;
  • Support Toolbox‘s users regarding access to the online directory;
  • Manage updates and improvements to the Toolbox in collaboration with the rest of the team;
  • Prepare quarterly and annual reports regarding services and activities;
  • Other related tasks regarding reception, services and activities.

Administrative support (50 %)

  • Produce service invoices, handle payment collection (Accès D, Eventbrite, PayPal), track payments (database) and send payment reminders when necessary;
  • Coordinate payments to guest speakers (collecting invoices and sample cheque);
  • Take care of basic office purchases for meetings and activities;
  • Coordinate donation collection and prepare thank you cards and tokens.

 

Description of the desired profile

The Assistant to the management is a professional, versatile, proactive and autonomous person, with good resourcefulness, able to maintain good professional relations with intermediaries from various artistic sectors. They also fill the following requirements:

  • Great capacity to organize work and good interpersonal skills;
  • Good digital literacy (ability to work with the Google Suite (Drive, Agenda, Slide), Meistertask task manager, Airtable databases as well as Microsoft Word and Excel);
  • Studies in arts management, project management and/or equivalent or ongoing professionalization process in the field of the arts;
  • Interest working for an organization that wishes to offer bilingual services;
  • Full adherence to the Machinery’s commitment to inclusivity and accessibility;
  • Motivation to work in the performing arts sector in a leading-edge cultural organization;
  • Interest in working for a community of practitioners of the performing arts sector.

Interested candidates must be eligible to Emploi-Québec’s Wage Subsidy program and send their resume as well as a cover letter by Monday January 10th, 2022. Don’t hesitate to get in touch with Rachel Billet by email (direction@machineriedesarts.ca) or by phone at 514-907-4783 #204 for more information. Please consult our inclusion measures. Only those candidates selected for an interview will be contacted. Thank you for your interest as we look forward to opening further discussions!

Related notes

1- Prior knowledge of all mentioned digital tools is not mandatory since formal training will be given at the beginning of the work contract.

2- The Machinery is committed to adapting the nature of the position to allophone people (whose first language is neither French nor English) to further promote their integration and foster their linguistic progression towards using both of the Machinery’s work languages (French and English).

3- The Machinery encourages applications from BIPOC (Black, Indigenous and People of color), newcomers and any other people who stem from other forms of diversity (body, gender, etc.). To that end, it will adapt its selection criteria based on principles of equity. Lastly, the Machinery is committed to listening to the demands of candidates who have specific needs regarding accessibility.