Ottawa Festival Network is seeking an Executive Admin Assistant for the Ottawa Jazz Festival. This role involves assisting the Executive & Artistic Director with administrative tasks, including managing schedules, organizing communication, and preparing briefing documents.
Responsibilities
- Assist with daily schedules including meetings, internal planning sessions, and external partnership calls
- Assist with inbox management: sorting messages, flagging priorities, drafting replies, and organizing communication threads
- Take notes during meetings and prepare clean, organized summaries with action items
- Support administrative filing: digital organization of contracts, schedules, festival planning documents, and partner correspondence
- Prepare small briefing documents for the Executive & Artistic Director ahead of key meetings (artist discussions, venue partners, funding bodies, etc.)
- Assist in preparing materials for community partners, venues, and hotels
- Support relationships with neighbourhood venues and partner organizations
- Support Executive & Artistic Director in gathering background information for grant applications and funding reports
- Compile public data on similar festivals, regional tourism, and community impact
- Help organize and summarize economic impact data, especially relating to tourist spending and media reach
- Help prepare briefing documents that support OJF’s strategic goals (e.g., sustainability at Confederation Park, Music City initiatives)
- Serve as an onsite runner for Executive & Artistic Director (documents, backstage communication, last-minute logistics)
- All other duties as assigned
Skills
- College or University education is an asset
- Must be a team player
- Possess strong written and verbal skills
- Able to meet deadlines and perform under pressure
- Be computer literate
- Strong organizational skills
- Candidate eligibility for JCP is determined according to the following criteria: An unemployed job seeker or those employed less than 20 hours per week
- A resident living in Ontario who is legally authorized to work in Canada
- Meet at least 1 of the following criteria: Has an established Employment Insurance (EI) benefit period
- Previously established an EI benefit period that has ended within the previous 60 months
- Paid employee EI premiums (e.g. Box 18 on the T4) in at least 3 of the last 10 years while earnings have been at least $2000 in each of those years
- NOTE: Persons currently enrolled in full-time academic studies are not eligible for consideration
Company Overview
Ottawa Festivals is a not-for-profit service organization dedicated to providing support, presenting a united voice, and creating an effective networking environment for festivals, special events and fairs in Canada’s Capital Region. It was founded in 1996, and is headquartered in Ottawa, Ontario, CA, with a workforce of 2-10 employees. Its website is http://www.ottawafestivals.ca.
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