Position Title: Office Manager and Administrative Coordinator
Status: Full Time, permanent
Reports to: Chief Administration Officer and VP Governance
Location: Toronto
Position Summary:
For this position, we are looking for key candidates who possess both attention to detail as well as a strong ability to build solid relationships.
This role will be responsible for a wide range of administrative and operational tasks supporting a multitude of departments.
About the Azrieli Foundation:
With a firm belief that everyone, from our most vulnerable to our most exceptional, has a contribution to make, the Azrieli Foundation has been opening doors, breaking ground and nurturing networks for over 30 years. As the largest non-corporate foundation in Canada, we fund institutions and operate programs in Canada and Israel.
Position Responsibilities
Office Management: 50%
- Maintain relationships with property management including, but not limited to: invoices, parking spots, passcards, etc.;
- Coordinate and oversee contractors and operational contracts and invoices, including, but not limited to: internet provider, courier billings, etc.;
- Inventory and order all office and kitchen supplies;
- Onboard and offboard staff from the office standpoint;
- Arrange transportation for guests and staff and coordinating transit passes (Metro passes, taxi chits, TTC tokens etc.);
- Research and organize external job postings;
- Manage distribution of books through distribution house (currently Bulletproof);
- Maintain storage rooms, some heavy lifting will be required;
- Manage “info” email address box including responding to and distribution as required;
- Maintain boardrooms (ensuring they are clean and set up for guests etc.);
- Assist with IT day-to-day management in conjunction with CAO and third-party provider; and
- Coordinate staff distributions (gifts, books etc.) as required.
Centralized Database: 30%
- In collaboration with internal staff leads, identify the needs and proactively offer ideas and insights to improve the database system and contact lists;
- Engage with staff and follow up on issues and changes to ensure maximum utilization of the system;
- Evaluate the system on a regular basis to ensure it is being used properly and contributing to the goals of the organization; and
- Export contact lists as requested.
Reception: 20%
- Answer and direct incoming calls and voicemails;
- Provide first point of contact for all visitors;
- Manage phone system management (voicemail and outgoing messages, assignment of extensions);
- Arrange courier packages; and
- Ensure timely delivery of books (through both office inventory and distribution-house)
Technical Knowledge
- Knowledge of MS office and FileMaker database; and
- Strong interpersonal and negotiation skills.
Environment, Pace & Challenges
- Dynamic and strong individual, able to multi-task in a fast-paced environment and maintain balance between all areas of responsibilities;
- Able to work with minimal guidance;
- Ability to work successfully in a matrix structure (taking directions from a multitude of people); and
- Challenge: potential pressure in fulfilling needs, balancing priorities and requiring information from others to complete tasks.
Required Behaviours, Skills and Knowledge:
Position Specific Competencies (Behaviours and Knowledge)
- Strong communication skills (oral and written);
- Very detail oriented;
- Responds well to the demands that are presented by change, ambiguity, complexity and other external pressures;
- Knows how to initiate work: sets goals; accepts responsibilities for results; and actively demonstrates a commitment to productivity;
- Able to adapt and work with all levels of employee hierarchies, important visitors and individuals with special needs;
- Team-player who can also work independently; and
- Maintains a balance between being sociable and professional
- French an asset
Key Goals/Outcomes for Success
- Successful management of office and supplies;
- Maintaining the integrity of the centralized database;
- Sustains strong, productive and trusting relationships among peers and partners, working collaboratively to achieve goals;
- Exhibits emotional intelligence and interpersonal skills with an ability to sensitively manage differences of opinion, resolve conflicts and address confrontation; and
- Demonstrates professional demeanour, integrity, and discretion.
Applicants
Interested applicants are invited to submit a cover letter and résumé via email: hr@azrielifoundation.org.
The Azrieli Foundation will accommodate the needs of people with disabilities in our hiring process.
We thank all candidates that apply but only qualified candidates will be contacted for an interview.
Position Title: Program Officer, Azrieli Music Prizes (AMP)
Status: Full Time, permanent
Reports to: Manager – Music, Arts and Cultural (MAC) Initiatives
Interfaces with: Prize Laureates, AMP Advisory Council and outside partners, service providers and key stakeholders
Location: This position is based in the Azrieli Foundation’s Montréal or Toronto office with regular travel between offices required. International travel also will be required from time to time.
Position Summary:
The Program Officer, Azrieli Music Prizes (AMP) is the principal administrator and primary point of contact for the biennial Azrieli Music Prizes program – Canada’s top competition for music composition. The Officer is responsible for harmonizing the partners, plans and resources required to efficiently and effectively realize AMP’s core activities. They are also responsible for identifying, activating and engaging a dynamic community around AMP; and for ensuring that the program’s plans and activities are fully integrated with the strategic orientation of the Azrieli Foundation.
About the Azrieli Foundation:
With a firm belief that everyone, from our most vulnerable to our most exceptional, has a contribution to make, the Azrieli Foundation has been opening doors, breaking ground and nurturing networks for over 30 years. As the largest non-corporate foundation in Canada, we fund institutions and operate programs in Canada and Israel.
Key Duties & Responsibilities
Program Administration:
- Develop and implement the biennial AMP program plan, including the call for submissions, jury sessions, Gala Concert, recording project, international concerts and related events
- Co-develop the biennial program budget with the MAC Manager and ensure that AMP operates within approved financial parameters
Research / Monitoring / Reporting:
- Stay aware of developments in the music and other sectors that affect AMP’s planning, policies, processes and practices
- Consult regularly with the MAC Manager, Foundation staff, AMP Advisory Council and key partners to ensure AMP is meeting program goals and objectives
- Collect feedback to identify program improvement areas and incorporate improvements in a timely fashion
- Prepare project reports in accordance with AMP and Foundation timelines
Communications / Community Engagement:
- Act as key point of contact with Prize Laureates, the Advisory Council, program partners, service providers and the public
- Support the Advisory Council in convening and running Council meetings
- Collaborate with the Communications Team and related service providers to develop and deliver the AMP communications plan
- Identify and network with individuals, organizations and institutions to increase visibility of AMP in existing and new markets
Program Alignment and Advocacy:
- In collaboration with MAC Manager, ensure that AMP aligns with the Azrieli Foundation’s strategic and brand orientations
- Undertake all duties and responsibilities in alignment with AMP’s program objectives and the Azrieli Foundation’s strategic orientation
- Act as an advocate for AMP and the Azrieli Foundation: communicate the organization’s mission, vision, values, achievements and unique role
Candidate Qualifications
- At least three years of project management experience required; experience in the charitable sector is an asset
- A university training in music is preferred; training in arts and cultural management is considered valuable
- Strong oral, written and visual communication skills using both official languages (i.e. English and French) is essential
- Excellent working knowledge of the classical music sector in Canada; knowledge of the international field is an asset
- Proven ability to work collaboratively with stakeholders to develop, plan, implement, report on and improve programs is important
Candidate Skills and Competencies
- Must be a creative yet systematic thinker: someone who sees the potential to advance AMP through continuous learning and improvement
- Responds well to the demands that are presented by change, ambiguity, complexity and other external pressures
- Keeps current in their own field of expertise, shares knowledge with peers and partners and can effectively translate it to program plans
- Demonstrates skill in project management, including budgeting, resourcing and task management in alignment with larger organizational plans
- Knows how to initiate work: sets goals; accepts accountability for results; and actively demonstrates a commitment to productivity
- Exhibits an ability to collect, understand and analyze balanced feedback, and translate insights into effective future actions
- Sustains strong, productive and trusting relationships among peers and partners, working collaboratively to achieve goals
- Exhibits emotional intelligence and interpersonal skills with an ability to sensitively manage differences of opinion, resolve conflicts and address confrontation
- Maintains a professional demeanour, acting with integrity and discretion
- Knowledge of current web/online knowledge-sharing software and tools
- Experience working in a PC-based environment using a variety of software applications, mostly MS Office suite
Applicants
Interested applicants are invited to submit a cover letter and résumé via email: music@azrielifoundation.org.
The Azrieli Foundation will accommodate the needs of people with disabilities in our hiring process.
We thank all candidates that apply but only qualified candidates will be contacted for an interview.
The Azrieli Foundation is strictly apolitical. As a registered charity, the Azrieli Foundation does not engage in or fund any partisan political activities.
Charitable Registration Number: 892425166RR0001