The Alberta Jubilee Auditoria Society (“AJAS”) is a not-for-profit organization that emphasizes extraordinary patron services and fostering cultural development in both Edmonton and Calgary facilities. The Society is led by a Board of Directors with representatives from across Alberta and works with the Government of Alberta (GOA)’s Ministry of Culture and Status of Women to operate these legacy performing arts venues through front-of-house, back-of-house, marketing and community engagement services.
The Society’s Vision, Mission and Values are:
Vision – To be a cultural leader in enhancing Albertans’ quality of life through the arts
Mission – To enrich Alberta’s cultural landscape through extraordinary arts experiences
Values – Welcoming, Respect, Collaboration, Creativity & Joy
The Office Administrator at the Northern Alberta Jubilee Auditorium sets a tone of professionalism with a positive attitude, confidence and integrity. They also provide administrative support to all Jubilee Staff and Board of Directors.
The Office Administrator plays a key role in ensuring day-to-day operations of the office run smoothly, providing support across multiple departments and serving as the first point of contact for stakeholders and customers. This position manages administrative tasks, processes payroll and supports with accounting functions, show administration and finance, event and staff coordination.
Duties and responsibilities:
Communication:
Manage communication and coordination of Northern Alberta Jubilee Auditorium office, acting as the first point of contact for stakeholders and customers
Liaise with contractors and vendors as needed
Maintain and update stakeholder databases (i.e. holiday lists, employee phone lists, etc.)
Assist with marketing initiatives and social media as required
Payroll & Accounting:
Process payroll for hourly staff using Ceridian Dayforce
Process invoices, accounts payable, and accounts receivable using QuickBooks
Assist with reconciling and accounting for inventory changes
Assist the Financial Controller with finance and accounting matters as needed
Office Management:
Manage office supplies, photocopiers, filing systems and general office organization
Maintain office operating policies and procedures
Assist stakeholders and guests with parking and other inquiries
Show Administration:
Assist and support House Manager as needed
Manage the safe cash including float reconciliation and ATM ordering
Coordinate internal event communication and execution
Manage front of house room bookings (contracts, invoices, deposits, conferencing and communications)
Staff Support:
Provide additional support to GoA staff in the building
Assist FoH Operations Manager as required
Principal contact for ticketing for Board, Staff, VIPs, Media
Plan staff social events
Collaborate with Arts & Community Engagement Coordinator as needed
Prepare contracts for Jubilee Arts artists and facilitators at the request of the Arts and Community Engagement Coordinator
Book travel for staff and board members
Meetings and Board Support:
Prepare meeting materials and minutes for Society and Board Committee meetings
Prepare and circulate monthly event calendars to Board Members, Executive Director, GoA Partners, and other Stakeholders
Provide technical support and assistance for Board members
Update Board of Directors contact information and biographies as needed
Qualifications:
Experience in office / business administration
Basic understanding of accounting and payroll processes
Willingness to learn and develop within the role
Strong computer skills including Microsoft 365 (Excel, Word, SharePoint, Teams), Canva, Ceridian Dayforce and QuickBooks
Experience working with DEXT considered an asset
Experience managing multiple calendars and inboxes
Excellent organizational skills, multitasking and communication skills
Strong team player with ability to work independently and collaboratively
Experience working in arts & culture considered an asset
To apply: Please visit https://www.fitzii.com/apply/100403