Executive Assistant and Corporate Secretary to the Board

Company Overview

As one of the world’s leading theatre companies and Niagara’s 20 largest employers,
The Shaw is dedicated to an ongoing process of increasing diversity and inclusion in our audiences, our programs, and in all of our hiring for staff, artists, and in the recruiting of board members. The Shaw is committed to a future when our theatres joyously draw on and include all peoples, fully reflective of the world around us. As such, the Shaw Festival is an equal opportunity employer committed to a barrier-free recruitment and selection process. We encourage and invite applications from applicants who identify as Indigenous, Black or as persons of colour (IBPOC), the LGBTQ2+ communities and those identifying as gender female. In accordance with Accessibility for Ontarians with Disabilities Act (AODA), and in keeping with our wish to ensure a fully inclusive environment, please advise Human Resources if you require an accommodation throughout the recruitment process. We will be happy to assist.

We acknowledge and honour the land upon which we gather as the historic and traditional territory of First Nations peoples. In particular, we recognize and thank the Neutral Nation, the Mississauga and the Haudenosaunee for their stewardship of these lands over millennia.

Job Description

Full-time Position: Executive Assistant and Corporate Secretary to the Board
Salary Range: $50,000 – $62,000 annually

This position reports directly to the Executive Director and Artistic Director.

The Executive Assistant acts as the primary point of contact supporting the Executive Director and Artistic Director of the Shaw Festival. The Executive Assistant provides administrative support to the Directors, the Board of Governors, the Endowment Foundation Board of Governors, and The Shaw Foundation (USA). This position will provide planning and organizing of meetings and detailed minute taking for boards and committees and work closely with department heads and the development team to ensure stewardship of relationships. This position requires a high level of discretion and respect for privacy and confidentiality.

Summary of Primary Duties:

·        Administrative support to the Executive and Artistic Directors.

·        Corporate Secretary to the Shaw Festival Board of Directors, Board of Governors and Endowment Foundation Board of Governors and US Foundation Board, including planning, organizing of meetings and meeting materials, minute-taking and transcribing.

·        Building and maintaining confidential Board website.

·        AGM- Manage Shaw Festival Annual Meeting Weekend Activities and meetings.

·        Openings – creation and updating of Administration’s invitation lists, mailing/emailing of invitations, entering rsvp’s into Tessitura accounts.

·        Annual Employee Milestone Anniversaries Presentation.

·        Miscellaneous projects and duties as requested.

Skills Required

·        Post secondary education in a related field or relevant work experience.

·        Minimum of 3+ years experience in a Senior Administrative role.

·        Solid knowledge of Microsoft Office Suite.

·        Experience working with and responding to senior stakeholders.

·        Excellent writing, communication, and customer service skills with respect for confidentiality and attention to detail.

·        Knowledge of charity and art organizations.

·        Experience working with Boards is an asset.

Please note: All new hires must provide proof of full Covid-19 vaccination (2 doses) plus booster, prior to their start date.