Administrative Assistant

JOB POSTING - Administrative Assistant

Nestled in the picturesque town of Elora, Ontario's Biggest Little Festival, is a premier boutique music and arts event.
Each year, thousands gather to enjoy live music and community.
We're seeking an energetic and highly organized Administrative Assistant to support this unforgettable experience.

This is your opportunity to join an enthusiastic team and assist with all aspects of festival planning, from working with our amazing sponsors and marketing initiatives to organizing event logistics to ensure an unforgettable guest experience.
If you thrive in fast-paced environments, excel at bringing ideas to life, and are eager to build on Riverfest's legacy while infusing it with fresh energy, we want to hear from you!

The Administrative Assistant for Lot 18 Productions Inc, is responsible for organizing, coordinating, and providing administrative support to the Senior Leadership Team year-round on all Lot 18 Productions Inc activities.
The successful candidate will act as the first point of contact for the Senior Leadership Team as well as cultivating and managing key relationships both internal and external with integrity while helping achieve our shared goal of creating an exceptional experience for our customers, our sponsors, our people (staff and volunteers) and our communities.
This is an in-office position.

What you will be doing

Administrative Support

• Participate in the planning, organization, co-ordination, and execution of Festival and secondary events to ensure an exceptional experience for all.
  
• Create and maintain daily priority files, identifying key deliverables and milestone dates across workstreams and managing progress updates with leads or appropriate stakeholders.
  
• Schedule and organize meetings, prepare agendas, create meeting minutes, capture workstream updates, assign/manage action items and follow-ups.
  
• Assist in the preparation of event materials including presentations, reports, internal memos, letters, and mass emails.
  
• Effectively communicate program status and risk/issues to the senior leaders, workstream leads, volunteers and external stakeholders (vendors, contractors) in a timely and clear fashion.
  
• Support festival merchandise operations and year-round online store, including pricing, procurement, and inventory management.
  Maintain accurate stock levels, deliver excellent customer service, and ensure consistent, appealing product presentation across retail and digital platforms.
  
• Respond in a timely manner to all general email, phone or walk in inquiries.
  
• Create and maintain team tools and templates to support the team's success and efficiency.
  
• Support and maintain retail, merchandise, and online store
• Support and implement office policies and procedures including, but not limited to, office organization, supply coordination, maintenance, and security.
  

Sponsorship and Marketing Support

• Assist in the planning and execution of marketing campaigns across digital, print, and event channels.
  
• Support the marketing team in scheduling campaigns, organizing promotional assets, coordinating social media calendars and scheduled posts.
  
• Track, analyze, and report on marketing performance metrics (e.G., email open rates, social engagement, website traffic)
• Maintain the marketing database and organize digital assets.
  
• Assist in the identification, coordination and execution of sponsorship related activities.
  
• Build and maintain strong relationships with key sponsors.
  
• Assist in managing sponsor communications, tracking deliverables, and ensuring fulfillment of all contractual obligations.
  
• Maintain and update sponsorship databases.
  

Finance and Vendor Support

• Assist with accounting activities including, but not limited to, bookkeeping, accounts receivable, accounts payable, expense tracking and financial reporting.
  
• Ensure all reports and data files are up to date, arranged, and organized in a logical manner.
  
• Track required insurance and permits including, but not limited to, timelines for obtaining all, renewal dates, etc.
  
• Research and source vendors, request quotes, assess capabilities as required by Senior Leadership or workstream leaders.
  
• Coordinate with vendors and service providers to ensure timely delivery of services and materials.
  

What we look for:

• Completion of post-secondary education in a related field.
  
• A minimum of five (5) years' relevant work experience.
  
• Event Marketing, social media and sponsorship experience is a definite plus.
  
• Knowledge of event production and operations is an asset.
  
• Demonstrated computer skills including strong keyboarding/typing skills (Word, Excel, PowerPoint, Adobe Suite/Graphics, e-mail/web, Google Suite, Final Cut Pro or other video editing software, web management, and QBO/DEXT) considered an asset.
  
• Excellent interpersonal, written, and oral communication skills are essential for working effectively with a diverse group of individuals in a creative environment.
  
• Highly detailed oriented with exceptional organizational and time management skills
• Able to successfully engage in multiple workstreams and take directions from multiple stakeholders simultaneously.
  
• Ability to manage sensitive and confidential information with professionalism and discretion.
  
• Ability to work independently with specific checkpoints as needed.
  
• Experience with grant research and writing assets.
  
• Passion for supporting the arts, environmental stewardship and social awareness and responsibility.
  

We offer our employees competitive pay, paid volunteer day, on-going training, growth potential and so much more.
Our workplace culture empowers staff at all levels to become involved in supporting and building vibrant communities.

Ready to join Ontario's Biggest Little Festival? Send your resume to ***

Administrative Assistant

Competitive salary range:

$50,000 - $55,000

Professional development opportunities

Festival perks (e.G., tickets, hospitality, etc.)