Executive Assistant to the President & CEO, Administration (Maternity Leave) - The JUNO Awards

Executive Assistant to the President & CEO, Administration (Maternity Leave)

ORGANIZATION SUMMARY

The Canadian Academy of Recording Arts and Sciences/L’académie canadienne des arts et des sciences de l’enregistrement (CARAS) was formed in 1975 as an umbrella not-for-profit organization to oversee The JUNO Awards – Canada’s Music Awards, the Canadian Music Hall of Fame, and MusiCounts, Canada’s music education charity

CARAS was created to preserve and enhance the Canadian music industry and to contribute towards higher artistic and industry standards. CARAS’ mandate is comprised of four key pillars: Educate through our music education charity MusiCounts’ programs and initiatives, Develop emerging artists through mentorship and development programs, Celebrate Canadian artists through The JUNO Awards and other year-round initiatives, and Honour music industry icons through the Canadian Music Hall of Fame

OVERALL POSITION 

We are looking for a dynamic individual with a variety of skills to manage the office of the President & CEO and support the Administration department. The ideal candidate will be proactive with exceptional organizational skills to ensure things run effectively and efficiently for the President & CEO and the Vice-President, Business Administration.   A minimum of 3-5 years of experience is preferred. 

The Executive Assistant is responsible for various administrative duties which include but are not limited to arranging travel plans, meeting minute taking and distribution, scheduling appointments and drafting both internal and external correspondence. The Executive Assistant is also required to maintain confidentiality and professionalism with employees, management and the public. 

This role will be a hybrid with at least 2 days in the office and the other days working from home.

REPORTS TO:

Allan Reid, President & CEO
Celine Seguin, VP Business Administration

BREAKDOWN OF RESPONSIBILITIES

  • 60% Managing the office of the President & CEO
  • 40% Administration Department support

EXECUTIVE ASSISTANT RESPONSIBILITIES

  • Manage all logistics for the President’s daily activities which include office management and organization, task lists, expenses, travel, mileage, calendar management, and email correspondence 
  • Preparation for meetings and meeting minutes
  • Preparation and coordination of Board of Directors meetings 
  • Coordination of various committee meetings (Special Awards, Broadcast, Executive, etc.)
  • VIP Guest Management for JUNO Week (Dignitaries, Board of Directors, President & CEO Guests)
    • Manage invites and RSVPs to select events
    • Primary point of contact for guests 
    • Manage hotel accommodations for most VIP guests during JUNO Week
  • Create and finalize the President & CEO and Chair’s JUNO Week schedules
  • Prepare travel schedules, book travel arrangements, and make reservations 
  • Coordinate office activities
  • Handle, troubleshoot and/or escalate office administration issues
  • Review, evaluate, and distribute priority correspondence for the executive team.
  • Facilitate communication with department managers
  • Contract signature management through project management software
  • Complete expense reports for the President & CEO
  • Present a positive and professional image of the executive office
  • Other duties and projects shall be assigned as required

ADMINISTRATION DEPARTMENT RESPONSIBILITIES

  • On-board and off-board employees
  • CARAS liaison with IT company, Business Cloud
  • Manage internship programs
  • Schedule all staff meetings
  • Contract and invoice management 
  • Coordinating JUNO Week logistics including 
    • Staff travel and accommodations
    • Master host city hotel blocks
    • Logistics meeting
    • On-site office
    • Local transportation
    • Staff dinner
    • Staff party
    • Scheduling
    • Accreditation
  • Coordinating Canadian Music Hall of Fame Ceremony logistics including
    • Staff travel and accommodations
    • Hotel Block
    • Inductees and Presenters’ logistics
      • Flights
      • Ground Transportation
      • Hotels
      • Schedules
  • Update JUNO weekend event schedules
  • Other duties as required

REQUIREMENTS

  • 3-5+ years experience in an Executive Assistant/Administrative role preferred
  • Ability to self-manage and be proactive
  • Strong knowledge of office procedures and practices
  • French as a second language is an asset
  • Keen attention to details
  • Proficient with Google Suite (Docs, Sheets, Gmail, etc)
  • Resourceful and flexible
  • Proven organizational and time management skills

PLEASE EMAIL YOUR RESUME AND COVER LETTER TO: 

Norine Shen – norine@thetalentcode.ca

Deadline for resume submission – September 30, 2022

We want to thank all applicants for their interest, however only those selected for interviews will be contacted.

The Canadian Academy of Recording Arts and Sciences embraces the diversity of all people, including those with disabilities, and aims to maintain an inclusive and equitable workplace where employees feel valued, respected, and supported. We encourage individuals who identify as Indigenous, Black, a person of colour, as having a disability and/or as a member of the 2SLGBTQ+ communities to apply.  If you require an accommodation at any time during the recruitment process, we would be happy to work with you to meet your needs.