Administrative Coordinator

Key Activities

Reporting to the Managing Director, the Administrative Coordinator provides administrative, contracting, artist services, bookkeeping, MS Teams and general support for all areas of English Theatre.
The position’s primary responsibilities include, but are not limited to, the following:

· Establishing and maintaining digital document management systems for English Theatre (ET);

· Gathering information from departmental colleagues for each season’s information database;

· Proofreading promotional materials, internal and external documents as required;

· Issuing travel approval forms and submitting subsequent travel claims for ET staff;

· Maintaining ET Weekly Staff meeting records;

· Scheduling departmental meetings;

· Representing ET in NAC’s Teams Champions group;

· Booking NAC-wide meeting and event spaces for ET as required;

· Maintaining departmental Outlook Calendars;

· With Managing Director and Producers, assembling draft co-production and presentation contracts;

· Managing the flow of co-production, presentation and license contracts to ensure that the contracts are circulated through internal NAC approvals in a timely manner;

· Creation of execution copies and circulating for signature of co-production, presentation and license contracts ;

· Acting as principal ET liaison with NAC Finance Department for administration matters;

· Timely processing of payments due under various contracts;

· Reconciling, coding and processing all Master Card transactions;

· Administrating general departmental expenses including monthly ET cellphone billed;

· Providing logistical support for ancillary events, team retreats, opening nights etc.;

· Monitoring the status of ticket holds and prompting ticket release at deadlines;

· Opening Night responsibilities including issuing invitations, RSVP inbox, managing ticket allocation and distribution;

· Maintaining and updating Opening Night Guest List;

· Weekend and evening work performing event-related tasks is occasionally required;

· Attendance/support at opening night performances and selected ancillary events is expected.

Skill Requirements

· Post-secondary diploma in Theatre or Administration is an asset;

· Minimum of three (3) years of related experience (or an equivalent combination of education & experience);

· Experience contributing to the administrative support of a busy department within a large organization;

· Ability to work from home and participate in meetings and programming activities online, as required, is essential;

· Exceptional interpersonal and communication skills, oral and written;

· Excellent organizational and administrative skills;

· Highly organized and able to coordinate a variety of activities simultaneously;

· Ability to adapt quickly to a fast-paced and highly charged environment;

· Proficiency in Microsoft Teams;

· Command of Outlook, Word and Excel, PowerPoint, Adobe;

· Ability to communicate in both official languages (English and French) is an asset;

· A demonstrated interest and/or work experience in the performing arts, especially theatre, is an asset.