Job Offer - Assistant to the Directors

Application deadline: June 12, 2022

Start date: July 4, 2022 (Flexible)

Temporary contract: Full time 35 h/week

Duration of employment: 30 weeks

Place of work: Available workspace in Montréal/Tiohtià:ke (hybrid work)

Conditions of employment: Increase of the minimum wage to $18/hour (Emploi-Québec grant)

Other advantages: Working condition policy presented to pre-selected 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 six 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 position of Assistant to the Directors consists of ensuring the smooth running of services and activities in addition to the general management (Rachel Billet), the direction of services (Morgane de Bellefeuille) and the direction of activities (Ingrid Vallus) and the other members of the team. It includes administrative and accounting support, ensuring the summer permanence, helping with digital logistics as well as welcoming  guests in our physical 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;
  • Follow up on requests for support during team members’ summer breaks;
  • Ensure the logistics of all our face-to-face activities (room preparation, snacks, etc.);
  • Sending reminders to participants of activities and sending out documentation and feedback surveys after events;
  • Assisting Toolbox users to access the online directory;
  • Coordinate occasional special projects during the fall season;
  • Coordinate the maintenance and improvement of tools in collaboration with colleagues;
  • Write annual reports and quarterly reviews of services and activities;
  • Other related tasks in connection with reception, service management and reception of activities.

Administrative Support (50%)

  • Produce invoices for services, follow up on cash receipts (Access D, Eventbrite, PayPal), track payments (database) and issue payment reminders as needed;
  • Follow up on the payment of speakers (receipt of invoice and specimen);
  • Make office purchases for meetings and activities as well as basic supplies;
  • Follow up on donations and prepare thank-you notes and other acknowledgements.

 

Description of the desired profile

The Executive Assistant is a professional, enthusiastic, structured individual who is able to maintain quality professional relationships with people from the various artistic sectors.

They also meet the following requirements

  • Strong work organization and interpersonal skills;
  • Good digital literacy (proficiency with Google Suite (Drive, Calendar, Slide), Meistertask task manager, AirTable database, Excel and Word) [1] ;
  • Studies in arts management, project management or equivalent and/or a professionalizing arts profile;
  • Interest in working in a bilingual organization [2] ;
  • Full adherence to the Machinery’s commitment to inclusion and accessibility;
  • Motivation to work in the performing arts sector in an innovative cultural organization;
  • An interest in working with a community of living arts practitioners;

Interested candidates must be eligible for the Emploi-Québec salary subsidy program and send their resume with a cover letter to the executive director by Sunday June 12, 2022. Do not hesitate to contact Rachel Billet by email (direction@machineriedesarts.ca) or phone (514) 907-4783 ext. 204 for more information. See our inclusiveness measures [3] . Only those selected for an interview will be contacted.

[1] The knowledge of all these digital tools is not necessary since a training is planned at the arrival in position.

[2] The Machinery is committed to adapting the nature of employment to allophones (whose mother tongue is neither French nor English) in order to promote their integration and support their linguistic progress towards the two working languages of the Machinery (French and English).

[3] The Machinery encourages applications from PANDC (People of Colour, Black and Indigenous Peoples), newcomers and people from other forms of diversity (body, gender, etc.). To this end, it will adapt its selection criteria in accordance with the principle of equity. Finally, La Machinerie is committed to listening to the needs of a candidate who has specific needs in terms of accessibility.