Now Hiring: Executive Assistant

Role: Executive Assistant

Deadline: Friday, July 29 at 5:00 PM (ET)

Reports to: Executive Director

Salary: $27 per hour

Hours: Up to 17.5 hours weekly

Expected start date: Monday, August 29

KEY RESPONSIBILITIES

We are seeking an Executive Assistant to join our team as we build on our efforts in transforming the industry. Reporting to and working closely with the Executive Director, the Executive Assistant will be responsible for contributing to the effective operation of the organization; assisting the board of directors (Visioning Committee), Advisors (Brain Trust) and other ad hoc or subcommittees; and supporting other staff, as needed. As an integral part of the team, you are in a position of trust and confidentiality. You will also support the development of intra-office communication protocols, streamlining administrative procedures, managing schedules, and task delegation.

• Work with Executive Director on executing fundraising and community engagement campaigns

• Assist with funding proposals, including research and managing deadlines

• Research new and existing funding programs

• Field inquiries about the mandate and services of BIPOC TV & FILM

• Provide initial responses to routine public inquiries and refer them to the appropriate staff for further response or action. Track inquiries and follow up on resolution, as required

• Liaise and follow up with requests from industry partners, supporters, and other stakeholders

• Research and keep up-to-date on industry and equity-seeking initiatives for Black, Indigenous, People of Colour (including those impacting 2SLGBTQIA+, Francophone, newcomers/recent immigrants, and people with disabilities)

• Manage the calendar of the Executive Director (book and confirm meetings and appointments, prepare meeting notes as required, follow up on action items)

• Coordinate, schedule and organize meetings with third parties (government, partners, funders, consultants, etc)

• Draft third-party contracts and agreements, as needed

• Coordinate insurance renewals, invoices, legal compliance documents, and related processes; and maintain documents and records in Google Drive

• Prepare board meeting agendas and other material as required, coordinate logistics, ensure all support materials are distributed in advance and taking minutes, as required

• Prepare employee expense claims and invoices, coordinate appropriate approvals, and submit to the bookkeeper for processing

QUALIFICATIONS

Relevant work and/or volunteer experience in a similar role, supporting senior leaders within the non-profit sector and/or cultural industries. Interest in or experience working in the screen sector (film, TV, interactive digital media), movement-building, social justice, and equity are additional assets.

Additional skills/assets:

• Experience in supporting fundraising campaigns/strategies, donor relations, grant/proposal writing

• Experience in preparing presentations via PowerPoint, Canva, Google Slides, or similar software or applications

• Experience in managing the calendar and schedule of an executive leader or team OR working as an administrative or operations assistant/coordinator

• High level of business administration skills, including GSuite and Microsoft Office

• Proficiency in the use of virtual meeting platforms (Zoom, Google Meet/Hangouts)

• Demonstrated ability to handle multiple priorities and be self-motivated (takes initiative, is proactive)

• Strong interpersonal and relationship management skills with the ability to communicate effectively, both orally and in writing, with diverse cultural groups and artists.

COMMITMENT TO DECENT WORK, RACIAL EQUITY, AND RECONCILIATION

BIPOC TV & FILM is an actively anti-racist and anti-colonialism organization with an additional commitment to advancing justice for Indigenous, Black and racialized people in the screen sector. We believe that individuals have a right to a living wage, safe and harassment-free workplaces, and to be treated with dignity regardless of socioeconomic status. We are a positive and welcoming space for people of all gender expressions and identities, sexual orientations, ethnicities, cultures, abilities, and life experiences. If you’re interested but don’t see yourself fully reflected in the requirements of this job posting, we still encourage you to apply or reach out to learn more. To set up a short call, send us an email at careers@bipoctvandfilm.com.

HOW TO APPLY

Only candidates selected for an interview will be contacted.

Please note: As BIPOC TV & FILM operates remotely for the foreseeable future, we are accepting applications from across Ontario.