JOB POST

March 27, 2023

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OFFICE MANAGER – FESTIVAL MANAGEMENT COMMITTEE

 

JOB SUMMARY

 

The Festival Management Committee is looking for an Office Manager. The position reports to the General Manager and provides administrative support to the Board Chair, individual members of the executive team, and the Board Secretary. This role is responsible for the organization and coordination of the office operations, procedures, and resources to facilitate organizational effectiveness and efficiency.    

 

RESPONSIBILITIES

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· Organizing meetings and appointments for the BOD and Management
· Provide administrative support to members of the executive team in executing their administrative  
  responsibilities
· Performs all administrative tasks pertaining to the management of the office
· Recruitment and supervising the work of seasonal administrative staff and monitoring the workload
  based on organizational need
· Responsible for order fulfillment in collaboration with event managers items for the Festival events.
· Dealing with all queries and complaints on the telephone, by email, and in person
· Daily Banking of all deposits from daily sales
· Submitting all applications for Permits to various Government offices
· Submit all applications for SOP with City office staff and AGCO
· Ensure all performer’s contracts are prepared in a timely manner and signed before approval
· Ensure all contracts are signed
· Enter all information for the Government Agency CADAC by September of every year
· Responsible for creating a database and ensuring proper filing of documents
· Prepare petty cash spreadsheet for Auditors
· Ensure Marketplace Culinary Gardens spreadsheet, receipts and deposits are balanced at the end of the season for the Auditor
· Work closely with the Marketplace Manager creating all Vendor application forms, creating vendor spreadsheet, signoff on vendors’ payments, supervise Marketplace Coordinator, organize vendor permits, and handle all vendor concerns
· Responsible for all in-house ticket sales
· Ensure all required venues receive a copy of the company’s insurance policy, listing them as additionally insured on the policy
· Coordinate with IT on all office equipment
· Record minutes of meetings

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REQUIREMENTS AND SKILLS

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• Highly organized, self-motivated, leadership and interpersonal skills

• Advanced knowledge of Office Administrator responsibilities, systems, and procedures

• Excellent time management skills and ability to multi-task and prioritize work

• Excellent written and verbal communication skills

• Attention to detail and problem-solving skills

• Strong organizational and planning skills in a fast-paced environment

• A creative mind with the ability to suggest improvements

• Knowledge and understanding of Carnival Arts an asset

• Post Secondary education and Administrative Assistant experience is an asset

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Interested candidates can submit their resumes until March 31, 2023, to HR@torontocarnival.ca