Administrative Assistant

OYA Black Arts Coalition

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OYA Black Arts Coalition is a non-profit organization dedicated to supporting Black artists, creators, and entrepreneurs within the entertainment sector. Our current Emerging Filmmakers program provides mentorship, networking, and essential skills training to post-secondary graduates of film, television, and digital media programs to kickstart their careers and increase employment opportunities. After three years of success, we’ve expanded our services to mid-career filmmakers/artists fostering the development, production, and/or distribution of their projects, and to increase the number and capacity of Black Entrepreneurs within Ontario.

Key Responsibilities:

– Answer telephone and electronic inquiries and relay telephone calls and messages
– Assist with drafting contracts/agreements to participants, program partners, external speakers, etc. and following up as necessary
– Assist with equipment check-in and check-out and ensure that the equipment checkout policy is adhered to
– Assist in the coordination of workshops, trainings, and other events
– Coordinating application processes for participants, verifying the accuracy and completeness of documents,
– Prepare and edit presentations and various reports as required
– Record and prepare minutes of board meetings
– Replenishment of office stationery, kitchen supplies and building service requests
– Serving as a point of contact with, and proactively meeting the needs of, external stakeholders, program participants, etc.
– Assumer other administrative responsibilities as assigned by management

Qualifications & Experience:

– You have a minimum of 1-2 years of experience working in a professional office environment
– A degree or diploma in Business Administration or equivalent in a relevant field
– Strong computer skills, including experience with Microsoft Office software, demonstrated knowledge of Canva, Google Suite, Survey Monkey, Adobe Pro, Adobe Creative Suite and MailChimp.
– Excellent time management and the ability to manage and prioritize multiple tasks efficiently,
– Strong communications and interpersonal skills
– Ability to handle sensitive and confidential information appropriately
– Excellent organizational skills; attention to detail
– Excellent verbal and written communication skills
– Ideal candidate is bilingual (French/English)

All candidates are expected to have a post-secondary degree/diploma from a recognized institution in a relevant discipline, as well as demonstrate a familiarity with the intersections of Black community engagement and media arts from an anti-oppression lens. Preference will be given to candidates who have demonstrated experience within the film/media industry.

*Black, Indigenous, and People of Colour are strongly encouraged to apply

*The office is near Carlaw/Queen with the flexibility for hybrid working from home 1-2 days a week.

Job Type: Full-time

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