Administration and Booking Assistant

Company Overview

The Royal and McPherson Theatres Society respectfully acknowledges that the McPherson Playhouse and the Royal Theatre are located on the traditional territories of the Lekwungen peoples, now known as the Songhees and Xwsepsum Nations.

 For over four decades, the Royal and McPherson Theatres Society (RMTS) has managed the Royal Theatre and the McPherson Playhouse providing service to over 200,000 patrons annually. The RMTS is the steward of two landmark theatres in Greater Victoria and is key to the growth and development of the arts in the community. The RMTS manages the theatres on behalf of the buildings’ municipal owners and provides up-to-date facilities and services, encourages community arts, promotes quality programming, and maximizes the use of the facilities. The RMTS is focused on the preservation of the two historic assets and is primarily a rental only facility; however, it provides a full complement of support services to its presenter clients.

 The RMTS is committed to equal employment opportunities for all employees and applicants for employment and to providing employees with a safe and respectful work environment free of discrimination and harassment.

Job Description

The RMTS has an exciting opportunity for a multi-passionate individual who is friendly, organized, and detail-oriented to join our team as the ADMINISTRATION and BOOKING ASSISTANT, in a full-time, permanent position working in person at the RMTS administration office.  

 THE POSITION

Reporting to the Director of Finance and Administration, key responsibilities include:

·        Reception: First point of contact for the administration office, welcoming in person visitors, answering the phone, responding to e-mails and monitoring internal and external communication.

·        Office Coordination: Oversee the day-to-day operations of the administration office ensuring a smooth workflow, maintain and order office supplies and equipment, coordinate general correspondence, mail distribution, filing systems, petty cash and expense reporting, liaise with staff, vendors, clients, board members and community partners.

·        Administrative Support: Provide administrative support to the Director of Finance and Administration, assist with preparation of reports, meeting agendas and minutes, help coordinate special projects and initiatives, ensure confidentiality and proper handling of sensitive information.

·        Booking and Events Support: Provide support to the Booking Manager, assist in the coordination of the booking calendars for the Royal Theatre and McPherson Playhouse, respond to rental inquires, provide availability and pricing information, assist with the preparation of license agreements and ensure that all license agreements, deposits and insurance documents are received by the necessary deadlines.

IDEAL CANDIDATE

·        A minimum of two years experience in office or arts administration, event coordination or a related field.

·        Post-secondary education in a relevant field. An equivalent combination of education and experience will be considered.

·        Excellent interpersonal and communication skills.

·        Strong organizational and time management skills.

·        Ability to work both independently and collaboratively in a team environment.

·        Proficiency in Microsoft Word, Excel, Outlook and Teams.

·        Familiarity with booking software will be considered an asset.

COMPENSATION & BENEFITS

·        Salary: $50,000 to $55,000 annually commensurate with experience and qualifications (based on a 35-hour work week, Monday to Friday)

·        Comprehensive benefit package including: Extended Health and Dental; Short Term and Long-Term Disability; Life Insurance, AD&D, Dependent Life

·        Municipal Pension Plan

·        Paid Vacation

·        Up to 12 Sick Days annually