The MASC Office and Event Coordinator is responsible for the efficient running of all office administrative, financial and support systems, event support, volunteer management as well as managing a portion of the bookings for MASC artists in schools.

MASC is looking for an organized and efficient person who believes in our mission and is excited to join an engaged, busy team. Someone who enjoys making a difference through the arts. This position requires a bilingual person (English and French) who can take initiative, identify and solve issues, works well in a dynamic team, and on their own, often under pressure.

RESPONSIBILITIES

This position has two distinct areas: Office Management and Event Assistance.

1) OFFICE MANAGEMENT

General Office Management

• Provide guidance re: equipment/software replacement/purchases
• Ensure optimum office efficiency and consistency, propose systems and update procedures guide
• Ensure all staff are trained on the office systems
• Problem solve and search for solutions when staff encounter IT problems – work with IT consultants when necessary
• Liaise with all insurance and service providers
• Maintain the current access links and password storage system.
• Setting up meetings both in-person, online and hybrid including catering and technical systems etc.
• Minimum of once-weekly office visits: water plants, pick up mail, filing, organizing/tidying office space
• Maintain necessary office supplies

Financial Processes

• Main contact with MASC's bookkeeper
• Oversee all accounts payable and receivable
• Manage ongoing service provider contract payments; regularly assess to ensure cost-effectiveness
• Process and track credit card purchases and receipts
• Perform monthly bank and credit card reconciliations
• Prepare and make weekly bank deposits
• Maintain accurate financial records and ensure proper coding of expenses
• Monitor cash flow and flag discrepancies or irregularities
• Support annual audit preparation and documentation
• Assist with budget tracking and financial reporting as needed
• Stay up to date on fraud prevention, internal controls systems and ethical conduct.

Human Resources Support

• Coordinate recruitment and onboarding processes, including job postings, interview scheduling and new hire documentation
• Maintain and update employee records, including vacation, sick leave, and other absences
• Track and process employee reimbursements and timesheets and submit for payroll
• Administer and coordinate employee benefits, including enrollment, updates, and communication with benefits providers
• Identify and support staff professional development opportunities and training needs
• Assist in developing and implementing HR policies and procedures, ensuring compliance with organizational standards and legislation
• Support performance management processes, including tracking probation periods and review cycles
• Serve as a point of contact for general HR-related inquiries

Database

• Regular updating of the database: Board, volunteers, donors, annual artist programs
• Support team with statistic research
• Management of database contractor tasks

2) EVENT ASSISTANCE

This role provides support to Program Directors across all phases of event planning and delivery, including:

• Registration Management: Set up and manage registration systems, process attendee registrations, and track payments
• Artist Coordination: Prepare and issue artist contracts; coordinate travel, accommodations, and special requirements
• Logistics and Procurement: Support logistical management such as booking buses, ordering event merchandise (e.g., t-shirts, banners), coordinating catering, and sourcing supplies and rentals
• Assist with purchase, packing and delivery of event materials and supplies
• On-Site Event Support: Provide hands-on assistance during events, including carrying moderately heavy boxes/equipment
• Volunteer and Intern Coordination: Secure funding, submit reports, recruit, train, schedule, and supervise volunteers and interns to support events

Other Duties as required.

QUALIFICATIONS

• Fully bilingual: French and English
• Post-Secondary Arts Administration degree/diploma or minimum 2 years of experience in a similar position
• Experience with financial administration
• Experience with Filemaker Pro management or similar database system an asset
• Proficient with Excel, Word, Microsoft suite: Outlook, Sharepoint, Teams, Planner

IDEAL CANDIDATE PROFILE

• Organized and efficient
• Takes initiative
• Excellent customer service
• Multi-tasker, knows how to prioritize tasks
• Detail-oriented
• Team player yet very autonomous
• Works well under pressure

WORK PARAMETERS

Schedule: 40 hours per week, 52 weeks per year

Salary: $54,080-$62,400 year

Benefits: Life and long-term disability insurance available after 6 months, fully covered by MASC

Work Environment: Primarily remote, with occasional in-office meetings and in-person event support

Equipment: Work computer provided

Vacation: 10 paid vacation days

Sick Leave: 8 paid sick days (pro-rated from 10 days annually)

As MASC values diversity in its workplace, we encourage candidates to self-identify as members of the following equity-seeking groups: First Nations, Inuit, Metis Nation, Black, People of Colour, persons with disabilities, 2SLGBTQIA, newcomers, seniors, and women+.

Application deadline: August 15, 2025

To apply, send cover letter and resumé to: [email protected]

Company DescriptionMASC is a dynamic, mid-sized charitable organization that has brought professional creatives from diverse cultural backgrounds into schools and communities for over 35 years. We aim to deepen awareness and encourage understanding through our performances, workshops, artists-in-residence programs, and annual festivals.Company DescriptionMASC is a dynamic, mid-sized charitable organization that has brought professional creatives from diverse cultural backgrounds into schools and communities for over 35 years. We aim to deepen awareness and encourage understanding through our performances, workshops, artists-in-residence programs, and annual festivals.