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Executive Assistant to Executive Director/Artistic Director
Stratford Festival
Source: Headcount Labs · original listing ↗
Job data: Headcount Labs, ODbL 1.0. Job descriptions belong to their employers.
Posted 13 days ago
About this role
The Executive Assistant is responsible for facilitating the activities of the Artistic Director and Executive Director by providing comprehensive administrative support and ensuring the smooth and effective flow of communication between their offices, direct reports, and internal and external stakeholders. This role involves coordinating schedules, correspondence, meetings, travel, and executive support functions, ensuring accuracy, confidentiality, and professionalism. Reporting to the Artistic Director and Executive Director, the Executive Assistant collaborates with senior leaders, staff, patrons, donors, government contacts, and community partners to support organizational effectiveness and leadership priorities. This position also supports office operations, reception functions, and special projects that contribute to the smooth functioning of the Directors’ Office. Responsibilities: Provide comprehensive administrative support by managing executive calendars, drafting correspondence, preparing expense reports, and coordinating travel arrangements. Coordinate and schedule meetings, ensuring room bookings, audiovisual requirements, catering, and logistics are arranged efficiently. Draft correspondence on behalf of the Artistic Director and Executive Director, including responses to routine inquiries. Track, prepare, and reconcile expense reports for the Artistic Director, Executive Director, and Executive Producer in accordance with organizational policies. Arrange travel and accommodation for executives, the Executive Producer, and VIPs, including transportation, hotel reservations, tickets, and itineraries. Serve as the first point of contact for the Directors’ Office and Reception, responding to inquiries with professionalism and discretion. Record and prepare meeting minutes as required. Conduct research and prepare background materials in support of executive decision-making. Act as a liaison between the Artistic Director and Executive Director and internal and external stakeholders, including patrons, donors, government contacts, artists, community members, and staff. Provide administrative support and vacation coverage for the Corporate Secretary as required. Coordinate ordering and inventory of office supplies for the Directors’ Office. Adhere to the Stratford Festival Health & Safety Commitment and Procedures, and ensure that safe work practices and policies are supported and enforced within reporting structure. Perform other duties as assigned. Minimum Qualifications: Post-secondary diploma program, typically a two year program, or equivalent, (i.e. Community college, Technical Institute or Trade School, etc.) in a field related to Administration or Business 4 to 6 years of related experience in an administrative role, preferably supporting senior leadership in a complex organization; experience in the performing arts, cultural, or nonprofit sector is considered an asset. Demonstrated ability to provide high-level administrative support, including calendar management, meeting coordination, travel planning, correspondence, and expense administration. Excellent written and verbal communication skills, with the ability to draft professional correspondence and interact confidently with a wide range of internal and external stakeholders. Strong organizational and time-management skills, with the ability to manage multiple priorities, shifting deadlines, and confidential information with discretion and professionalism. Proven attention to detail and accuracy, particularly in scheduling, documentation, and expense reporting. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with collaboration tools and cloud-based systems is an asset. Ability to work independently while exercising sound judgment, adaptability, and initiative in a fast-paced, high-profile environment. Demonstrated commitment to professionalism, inclusivity, and respectful workplace practices consistent with Stratford Festival values. Behavioural Competencies: Communication: actively listen and effectively transmit and receive information Time Management: efficiently allocate and use time to meet goals and deadlines, prioritize tasks as necessary. Organization skills: create structure and optimally use resources to achieve results and ensure productivity Problem-Solving: able to identify challenges, analyze root causes, and develop practical solutions.