Position Title: Administrative Manager
Job Type: Full-time, 40 hours per week
Location: Primarily remote; must be available for occasional (approximately 1–2 times per month) in-person meetings in Toronto
Start Date: April 15, 2024
Salary Range: $50,000 – $60,000
Position Summary
Are you a hyper-organized, detailed-oriented person who is passionate about publishing and the visual arts? Do you enjoy problem solving, arts administration, and working in a fast-paced environment? Do you love to write? Do you take pride in multi-tasking? Would you enjoy being mentored by seasoned executive leaders? We’d like to hear from you!
The Art Canada Institute (ACI) is looking for an ambitious, highly motivated, and savvy Administrative Manager to join our dynamic not-for-profit organization that brings Canadian art and its history to a broad public audience through four key areas of programming:
- Online and print publications on Canadian art
- Kindergarten to grade 12 art education teacher resource guides
- Fellowships to change the narrative of Canadian art history
- A weekly newsletter
This new position is being created to meet the needs of our organization’s growth in budget, staff, and ambitious organizational goals. The Administrative Manager reports to the Chief Operations and Innovation Officer and supports the needs of the executive team.
The ideal candidate is extremely organized and systematic in approach, has impeccable written and verbal communication skills, is passionate about the worlds of art and publishing, and has the talent to be an ambassador for the Art Canada Institute to a variety of high-profile stakeholders and audiences—internal and external.
The candidate either has Canadian arts sector knowledge or is a quick study, with an ability to work across departments and juggle numerous and diverse daily tasks. They are highly intuitive, capable of critical thinking, have the judgement to prioritize and reprioritize based on a rapidly changing environment, and excel at delivering against multiple competing deadlines. They have a talent for working with and leading others, ask great questions at the right time, have a hunger for personal and professional development, and possess sound judgement and decision-making skills.
This is a very unique opportunity within the Canadian arts landscape to gain broad exposure to the sector while making an immediate impact within our rapidly growing organization and the communities that we are a part of.
The Art Canada Institute prides itself on the range of voices represented in our programming and seeks to reflect that diversity in our team. We recognize that an inclusive workplace is key to promoting excellence and allowing all staff to reach their greatest potential. We will ensure that every job applicant is treated fairly with respect to race, ethnicity, gender, sexual orientation, socio-economic status, age, physical ability, religious belief, educational background, marital status, and parental status. Let us know if you need any accommodations.
Role responsibilities include:
- Acting as the administrator for the Executive Director and the Chief Operations and Innovation Officer. This includes, but is not limited to:
- Managing calendars, contacts, appointments and events, meetings, and daily briefings
- Supporting board communications, committee meetings, and events
- Developing time management and organizational systems, primarily in support of the Executive Director, but also for the larger organization as required
- Managing incoming and outgoing email correspondence
- Managing the Executive Director’s presence on our internal collaboration and production platforms
- Researching, proofing, and composing documents as required
- Booking travel, transportation, and accommodation
- Organizing and filing the executive team’s receipts and expenses
- Supporting fund development and donor relations activities as required; managing the donor relations platform as required
- Generally intuiting, anticipating, and fulfilling executive-level administrative needs
- Supporting various administrative needs across the organization, such as:
- Overseeing incoming communications from the Art Canada Institute info account and responding or forwarding inquiries as required
- Scheduling and chairing meetings as required; taking minutes and recording action items
- Organizing printing, courier, and special deliveries (e.g., presentation materials, Art Canada Institute books, flowers, and gifts) and preparing appropriate stationery (e.g., cards, mailing labels, and packaging)
- Supporting the planning and execution of events
- Supporting research and new project development
Qualifications
- Undergraduate degree or equivalent experience in publishing, arts organizations, or not-for-profits
- Exceptional oral and written communication skills
- Strong client-service mindset
- Professionalism, good judgment, and discretion in dealing with confidential and sensitive matters
- Ability to multi-task and to successfully manage multiple priorities
- Superior computer literacy in Microsoft Office Suite and Apple Mail (InDesign a strong asset)
- Ability to conduct research and create reports or presentations
- An understanding of the importance of personal presentation and professionalism
- Willingness to learn and to take on additional responsibilities as appropriate
About the Art Canada Institute
The Art Canada Institute is a dynamic, not-for-profit educational organization, dedicated to making Canadian art and its history a contemporary, multi-vocal conversation. Founded in 2013 to make Canadian art and its history accessible to all regardless of one’s knowledge of the subject or proximity to a bricks-and-mortar museum, our programming is accessed in over 60 countries. It includes a growing open-access library of more than 50 expert-authored books, an innovative kindergarten to grade 12 online art education program, a fellowship that is redefining Canadian art history to be inclusive and multi-vocal, and a weekly newsletter that ties Canadian art to all aspects of life. Thanks to the production of robust and rigorously produced content, available online in English and French free of charge, in a few short years, ACI has become the go-to digital resource for educators, museum-goers, and art lovers.
How to Apply
Please submit your CV and cover letter to jobs@aci-iac.ca by Friday, March 15, 2024. The cover letter should explain why you believe you are a strong candidate for this role. Please note that applications that do not include cover letters will be deemed incomplete and will not be considered. We thank all interested candidates but only those considered will be contacted.