Administrative Coordinator; extension

Fivedays a week in our office at 174 Spadina Avenue, Toronto
· Between four to seven evenings or weekend days throughout the season during concert periods.

Esprit Orchestra, founded 44 years ago by composer/conductor Alex Pauk, is Canada's only full-size orchestra devoted entirely to new orchestral music. As an international leader in the field, we commission and perform new works by composers from Canada and around the world. Our 75 musicians perform an annual concert series at Koerner Hall featuring top soloists and the world’s best composers.

We also produce recordings, videos and education programs.

This role provides administrative and operational support for the planning and delivery of the orchestra’s artistic activities, organizational operations, and audience engagement.

• Artistic & Production Coordination:Coordinate concerts, recordings, workshops, and special projects, overseeing related logistics including musician and guest artist engagement, venue arrangements, contracts, scheduling, travel, hospitality, equipment, and production requirements.
• Organizational & Administrative Support:Support the Music Director and organizational team (musicians’ contractor, music librarian, venue and box office personnel) with meeting preparation and communications, research, scheduling, and deadline tracking.
• Records & Financial Administration:Maintain calendars, databases, contact lists, files, budgets, invoices, payment records, work with suppliers and contractors, grant applications and reporting, organizational documentation.
• Communications & Audience Engagement:Publish newsletters, concert announcements, press releases, website and social media updates, and artist information. Support ticketing and front-of-house guidance and maintain relationships with partners and collaborators.

You’ll work closely with the Music Director and help keep our office running. Most of your time will go to two things:

• Supporting the Music Director. Managing the calendar and correspondence, preparing for meetings, tracking deadlines, serving as a liaison with musicians’ contractor, music librarian, bookkeeper, organizational partners, venue and production staff.
• Building and maintaining relationships with donors, funders and audiences. Assisting Music Director in fundraising, sustaining audience and stakeholder and VIP relations, writing thank-you letters and keeping donor updates and records accurate, and helping put together grant applications and reports.

• Support our bookkeeper with processing invoices (expenditures and payments) and assist with budget development.
• Help coordinate concert schedules, contracts, travel and hospitality for musicians and guest artists and work with relevant suppliers and contractors.
• Guide audience development initiatives through email campaigns, social media and website performance, contact lists and box office data.
• Help to create marketing materials, newsletters, website updates, printed materials and social media posts.
• Be on site at concerts and some rehearsals.

We want the office to work efficiently so that more time can be spent supporting artists, donors and audiences. You’ll help us find practical uses for AI and simple automation, like drafting routine emails, organizing information and setting up reminders. You’ll also check that the results are accurate and keep private information safe.

You’ll do well with Esprit if you:

• Follow through. You keep track of details and deadlines and are thorough.
• Have excellent organizational and time-management skills.You can manage multiple projects and priorities involving stakeholders, artists, collaborators and patrons.
• Commu…