Administrative Assistant

Short-term Fall/Winter student work experience (15 weeks)20 hours per week, onsite in Leslieville, Toronto
OYA Black Arts Coalition (OBAC) is a Toronto-based registered charity empowering Black talent to advance their careers and shape the future of Canada’s screen sector.
Our mission is to equip Black media production professionals with the skills, network, and resources necessary to grow artistically and build sustainable careers and businesses in the screen-based media sector. OBAC’s work confronts the impact of systemic and institutional anti-Black racism in the screen media sector through culturally-informed mentorship, professional industry training, and by providing a space where experimentation and creative risk-taking are welcomed.
Position Summary: Administrative AssistantReports to: Senior Manager, Operations
This role will provide administrative, logistical, and coordination support across OBAC’s departments to ensure internal systems, communications, and daily operations run smoothly, while helping the organization remain efficient, responsive, and aligned with its mission.
NOTE: This position is funded in part by the Culture Works Canada program. Candidates must be students (enrolled in an academic program), be a Canadian citizen, permanent resident, or person on whom refugee protection has been conferred under the Immigration and Refugee Protection Act.
Key ResponsibilitiesOffice and Systems Administration

• Maintain office systems, supplies, equipment and shared spaces.
• Support digital platforms and file-management systems, including Google Workspace, Google Drive and Monday.
• Manage staff calendars, meeting schedules and internal communications.
• Coordinate IT troubleshooting, equipment maintenance and repair requests with vendors.
• Liaise with cleaning staff, building management and maintenance teams.
• Perform reception duties, including answering phones, greeting visitors and coordinating mail and courier services.

Administrative Support to Leadership

• Support the Executive Director and management team with scheduling, correspondence and meeting preparation.
• Coordinate board and committee meetings, including agendas, materials, minutes and follow-up actions.
• Assist with onboarding logistics, timesheets, leave tracking and other HR administration.
• Maintain accurate, organized and confidential personnel and organizational records.

Financial and Administrative Tracking

• Support invoice submissions, petty cash, receipt management and administrative expense tracking.
• Assist with tracking expenditures by program
• Maintain organized digital and hard-copy financial, funding and administrative records.

Communications and Internal Coordination

• Prepare and distribute internal reminders, updates and shared resources.
• Support the planning of staff meetings, team events and professional development activities.
• Help maintain clear internal processes and promote a positive, inclusive and collaborative office culture.

Skills Focus

• Office administration, organization and systems management
• Scheduling, meeting coordination and records management
• Digital tools, file management and workplace technology
• Financial administration and expense tracking
• Internal communication, teamwork and problem-solving

Qualifications

• Interest in administration, operations and organizational support within an arts, culture or non-profit environment.
• Strong organizational and time-management skills, with the ability to manage multiple priorities.
• Excellent attention to detail and ability to maintain accurate, confidential records.
• Strong written and verbal communication skills with a professional and welcoming approach.
• Comfort using Google Workspace, spreadsheets, shared drives and project-management platforms.
• Ability to work independently and collaboratively while demonstrating initiative, flexibility and sound judgment.