Administrative Assistant Arrell Family Foundation Auditorium

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The Community Engagement team is currently seeking a full-time contract (12 months) Administrative Assistant for the Arrell Family Foundation Auditorium. The auditorium anchors the McCain Complex Care and Recovery building and is unique in the City of Toronto due the combination of size adaptability of space and range of infrastructure. The Arrell Family Foundation Auditorium will promote the generation of innovation and excellence through creative expression and will be a magnet for community and global collaborative partnerships that inspire hope and recovery. The Arrell Family Foundation Auditorium hosts diverse range of events from smaller bespoke events of 50 people to large-scale events such as town halls panel discussions conferences with a wide range of set up technical and audiovisual requirements.

Administrative Support

• Monitor dedicated auditorium inbox and support with managing email inquiries
• Monitor the auditorium booking request system (Sharepoint Site)
• Review incoming requests approve/deny follow-up if needed
• Support the manager with maintaining the Event Tracking Sheet
• Provide onsite support for events and act as onsite contact (this involves being a point contact person for any inquiries) for events (particularly external events)
• Schedule meetings as needed with Auditorium Operation Team (AV Environmental Services Equans) and event organizers
• Manage clients expectations and provide event organizers with clear and timely update
• Maintain furniture and equipment inventory as it relates to the Auditorium and supporting spaces

Operational Support

• Support various day to day financial operations:
  • Processing of rental fees for both internal and external requests and other applicable fees (i.e. fees for AV Support for OT/Evening/weekend premium)
  • Liaising with external vendors/contractors(vendor management) and organizers
• Coordinate logistics with Auditorium Operations Team (Equans AV Services Security Services Environmental Services and Facilities)
• Liaise with internal departments AV Services director and finance department
• Conduct inspection of the space before and after each event. Follow up with event organizers if needed

This position is currently located at 1025 Queen Street West and 100 Stokes Street. This position will involve working flexible hours including evenings and weekends.

The successful candidate is expected to have a post-secondary diploma in office administration or a related disciple. You will have 3 to 5 years of administrative and event planning this role you are expected to have excellent customer service and multi-tasking skills and to work efficiently and effectively under minimal supervision. You will possess excellent interpersonal organizational problem-solving skills. Attention to detail and accuracy is required. Candidates are expected to be well versed in PC skills namely with Microsoft Office applications (Outlook Word Excel PowerPoint Access). Bilingualism (French/English) or proficiency in a second language would be an asset.