We are looking for a candidate who holds values of equity, diversity, and inclusion, and is knowledgeable about these issues.

We are looking for an Executive Assistant who would be excited to join a progressive, fun team and help us grow during a critical early phase of the organization’s life. Reporting to the Executive Director you will be responsible for contributing to the effective operation of the organization, assisting the directors, and supporting other staff. The Executive Assistant is an integral part of the team and is in a position of trust and integrity. The role is responsible for developing intra-office communication protocols, streamlining administrative procedures, managing scheduling, and task delegation.

Your Contributions
Work closely with the Executive Director to provide administrative support;
Assist with funding proposals including research and managing deadlines;
Research new and existing funding programs;
Field inquiries about the mandate and services of the BSO;
Liaise and follow up with requests from industry partners, supporters, and other stakeholders;
Follow and report on industry and equity seeking initiatives for Black, Indigenous, People of Colour, 2SLGBTQIA+ and people with disabilities communities;
Provide initial responses to routine public inquiries and refer such inquiries to appropriate BSO staff for further response or action. Track inquiries and follow up on resolution, as required;
Coordinate, schedule and organize meetings and conferences that may consist of all levels of government, clients, consultants and other third parties; set up virtual conferencing or boardrooms, when required;
Prepare agendas and other material as required, coordinating logistics, ensuring all support material are distributed in advance and taking minutes, as required;
Coordinate French-language translation;
Establish and run social media accounts;
Oversee volunteers and interns and social media initiatives;
Design, and disseminate media releases, newsletters and communiqués using Canva, Flodesk, Mailchimp and similar services to create posts and design;
Prepare employee expense claims, coordinate appropriate approvals, and submit to accounting for processing;
Coordinate incoming and outgoing mail, shipping and receiving;
Once office work resumes, maintain meeting rooms and office common areas in a clean and tidy condition;
Maintain regular office supply, promotional material inventory and kitchen supply and inventory; complete purchasing and restocking as required.

Your Attributes
Post-secondary education in a related field or a combination of comparable skills and experience;
Experience in a cultural and/or not-for-profit sector;
Minimum 2-3 years in a similar role supporting senior leaders within the media industry;
Experience working with Black, Indigenous, People of Colour, 2SLGBTQIA+ and people with disabilities communities through lived or learned experience;
Demonstrated commitment to and understanding of the mission and values of BSO;
Demonstrated ability to handle multiple priorities and be self-motivated in a high pressure and demanding work environment;
High level of business administration skills, including Microsoft Office and Google Suite;
Proficiency with the use of virtual meeting platforms (i.e., Zoom, Skype, Google Meet/Hangouts);
Proven ability to exercise diplomacy and good judgment;
Strong interpersonal and relationship management skills with the ability to communicate effectively, both orally and in writing, with diverse cultural groups and artists;
Ability to work independently;
Ability to maintain confidentiality;
Exemplary attention to detail with excellent planning, organizational and time management skills;
Ability to take initiative to participate in a culture of learning, mentoring, and sharing;
Ability to contribute to building and being a part of a positive culture;
Ability to work flexible hours including evenings and weekends as required;
Fully bilingual communication skills preferred.

PLEASE NOTE
For the foreseeable future, work will be done from home with possible occasional small team meetings in person, subject to all public health regulations, and in line with best practices. All employees are required to be fully vaccinated and able to provide official verification before their first day of hire.

The Black Screen Office has a mandate to create more access and inclusion for Black Canadian individuals. Please let us know if you identify as Black or mixed race on your application.
To apply, please send your resume and a cover letter outlining the qualifications and experience you would bring to the position to: [email protected]