Office Administrator

The Alberta Jubilee Auditoria Society (“AJAS”) is a not-for-profit organization that emphasizes extraordinary patron services and fostering cultural development in both Edmonton and Calgary facilities. The Society is led by a Board of Directors with representatives from across Alberta and works with the Government of Alberta (GOA)'s Ministry of Culture and Status of Women to operate these legacy performing arts venues through front-of-house, back-of-house, marketing and community engagement services. The Society's Vision, Mission and Values are: * Vision – To be a cultural leader in enhancing Albertans' quality of life through the arts * Mission – To enrich Alberta's cultural landscape through extraordinary arts experiences * Values – Welcoming, Respect, Collaboration, Creativity & Joy The Office Administrator at the Northern Alberta Jubilee Auditorium sets a tone of professionalism with a positive attitude, confidence and integrity. They also provide administrative support to all Jubilee Staff and Board of Directors. The Office Administrator plays a key role in ensuring day-to-day operations of the office run smoothly, providing support across multiple departments and serving as the first point of contact for stakeholders and customers. This position manages administrative tasks, processes payroll and supports with accounting functions, show administration and finance, event and staff coordination. Duties and responsibilities: Communication: * Manage communication and coordination of Northern Alberta Jubilee Auditorium office, acting as the first point of contact for stakeholders and customers * Liaise with contractors and vendors as needed * Maintain and update stakeholder databases (i.e. holiday lists, employee phone lists, etc.) * Assist with marketing initiatives and social media as required Payroll & Accounting: * Process payroll for hourly staff using Ceridian Dayforce * Process invoices, accounts payable, and accounts receivable using QuickBooks * Assist with reconciling and accounting for inventory changes * Assist the Financial Controller with finance and accounting matters as needed Office Management: * Manage office supplies, photocopiers, filing systems and general office organization * Maintain office operating policies and procedures * Assist stakeholders and guests with parking and other inquiries Show Administration: * Assist and support House Manager as needed * Manage the safe cash including float reconciliation and ATM ordering * Coordinate internal event communication and execution * Manage front of house room bookings (contracts, invoices, deposits, conferencing and communications) Staff Support: * Provide additional support to GoA staff in the building * Assist FoH Operations Manager as required * Principal contact for ticketing for Board, Staff, VIPs, Media * Plan staff social events * Collaborate with Arts & Community Engagement Coordinator as needed * Prepare contracts for Jubilee Arts artists and facilitators at the request of the Arts and Community Engagement Coordinator * Book travel for staff and board members Meetings and Board Support: * Prepare meeting materials and minutes for Society and Board Committee meetings * Prepare and circulate monthly event calendars to Board Members, Executive Director, GoA Partners, and other Stakeholders * Provide technical support and assistance for Board members * Update Board of Directors contact information and biographies as needed Qualifications: * Experience in office / business administration * Basic understanding of accounting and payroll processes * Willingness to learn and develop within the role * Strong computer skills including Microsoft 365 (Excel, Word, SharePoint, Teams), Canva, Ceridian Dayforce and QuickBooks * Experience working with DEXT considered an asset * Experience managing multiple calendars and inboxes * Excellent organizational skills, multitasking and communication skills * Strong team player with ability to work independently and collaboratively * Experience working in arts & culture considered an asset