JA7-Executive Admin Assistant-Ottawa Jazz Festival
Ottawa Festival Network is seeking an Executive Admin Assistant for the Ottawa Jazz Festival. This role involves assisting the Executive & Artistic Director with administrative tasks, including managing schedules, organizing communication, and preparing briefing documents.
Responsibilities
- Assist with daily schedules including meetings, internal planning sessions, and external partnership calls
- Assist with inbox management: sorting messages, flagging priorities, drafting replies, and organizing communication threads
- Take notes during meetings and prepare clean, organized summaries with action items
- Support administrative filing: digital organization of contracts, schedules, festival planning documents, and partner correspondence
- Prepare small briefing documents for the Executive & Artistic Director ahead of key meetings (artist discussions, venue partners, funding bodies, etc.)
- Assist in preparing materials for community partners, venues, and hotels
- Support relationships with neighbourhood venues and partner organizations
- Support Executive & Artistic Director in gathering background information for grant applications and funding reports
- Compile public data on similar festivals, regional tourism, and community impact
- Help organize and summarize economic impact data, especially relating to tourist spending and media reach
- Help prepare briefing documents that support OJF’s strategic goals (e.g., sustainability at Confederation Park, Music City initiatives)
- Serve as an onsite runner for Executive & Artistic Director (documents, backstage communication, last-minute logistics)
- All other duties as assigned
Skills
- College or University education is an asset
- Must be a team player
- Possess strong written and verbal skills
- Able to meet deadlines and perform under pressure
- Be computer literate
- Strong organizational skills
- Candidate eligibility for JCP is determined according to the following criteria: An unemployed job seeker or those employed less than 20 hours per week
- A resident living in Ontario who is legally authorized to work in Canada
- Meet at least 1 of the following criteria: Has an established Employment Insurance (EI) benefit period
- Previously established an EI benefit period that has ended within the previous 60 months
- Paid employee EI premiums (e.g. Box 18 on the T4) in at least 3 of the last 10 years while earnings have been at least $2000 in each of those years
- NOTE: Persons currently enrolled in full-time academic studies are not eligible for consideration
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