Program Assistant

Company: Artshine

Location: Downtown Kitchener Head Office

Job Type: Full-time, Monday to Friday,

Hours: Approximately 35 hours per week,

Salary: $19.00–$21.00 per hour, based on experience

Reports to: Interim General Manager

About Artshine

Artshine is a Canadian social enterprise and mobile art school that believes creativity should be accessible to everyone.

We bring engaging, hands-on art programs directly to schools, community centres and events, making it easy for parents, principals and community partners to offer meaningful creative experiences.

Artshine’s profits help fund subsidized and free art programs through our sister non-profit organization, Arts4All. Our vision is to create a community where participation in the arts is not limited by income, ability or life circumstances.

We are a creative, mission-driven team committed to making art part of everyday life for children and communities. When you work at Artshine, you are helping create exceptional experiences for thousands of families, schools, instructors and community partners!

Why This Role Matters

Artshine is looking for an organized, dependable and proactive Program Assistant to provide direct support to our Interim General Manager.

The Program Assistant will help ensure that every Artshine program is correctly set up, properly staffed and fully prepared before it begins.

You will handle many of the recurring administrative and follow-up responsibilities required to keep our programs running smoothly. This will include maintaining program information, communicating with instructors, coordinating schedules, tracking supplies, collecting timesheets and supporting parents and schools.

This role requires someone who notices missing details, follows up consistently and takes responsibility for completing tasks accurately and on time.

What You’ll Own:

- Support the day-to-day coordination of Artshine's classes, camps, workshops, school programs, birthday parties, and community events.
- Maintain accurate program information across our registration, scheduling, and CRM systems.
- Provide friendly, professional support to parents, schools, instructors, and community partners by phone and email.
- Respond to customer inquiries and assist with registrations, transfers, cancellations, and general program questions.




- Monitor incoming website inquiries and ensure requests are directed to the appropriate team member.
- Assist with instructor scheduling, availability, and last-minute coverage to help ensure every program is fully staffed.
- Coordinate with instructors and internal teams to help ensure programs have the supplies, lesson plans, and resources they need to succeed.
- Prepare and organize payroll and onboarding documentation for instructor review and processing.
- Maintain organized records, schedules, spreadsheets, and administrative systems that keep our programs running smoothly.
- Assist with office operations, logistics, and recurring administrative tasks.
- Support special projects and process improvements as Artshine continues to grow.
- Work closely with the Program Coordinator and Interim General Manager to deliver exceptional experiences for our participants, schools, instructors, and community partners.

What You’ll Bring

- Strong organizational skills and exceptional attention to detail.
- Excellent written and verbal communication skills.
- Confidence communicating professionally with parents, instructors and school administrators.
- The ability to manage multiple responsibilities and deadlines.
- Strong problem-solving skills and a willingness to take initiative.
- The discipline to follow up until tasks are fully completed.
- Confidence answering telephones and responding professionally to emails.
- Proficiency with Microsoft Office, particularly Excel, Outlook and Word.
- Comfort learning and using online registration, scheduling and communication platforms.
- The ability to work independently while following established processes.
- The ability to accept direction, feedback and accountability.
- Previous experience in administration, scheduling, customer service or program support is preferred.
- Experience working in education, recreation, camps, children’s programming or a growing small business is considered an asset.
- Familiarity with Amilia, WordPress, Shopify, When I Work,



HubSpot or Mailchimp is considered an asset.
- Experience collecting timesheets or preparing payroll information is considered an asset.
- Fluency in French and English is considered an asset.

The Ideal Candidate The ideal candidate is enthusiastic, outgoing and comfortable communicating with school administrators, instructors, parents and other team members. You are someone who notices when information is missing and takes action to find it. You are comfortable following up with people, maintaining accurate records and working through a detailed checklist.

You do not wait for every task to be assigned. You take ownership of your responsibilities, communicate when you are blocked and ensure important details do not fall through the cracks.

What You’ll Get

- An hourly wage of $19.00–$21.00, based on experience.
- Consistent part-time weekday hours.
- The potential for increased hours and a future full-time position.
- Ongoing training and professional development.
- Experience in program administration, scheduling, payroll preparation and operations.
- Opportunities to take on additional responsibilities as Artshine grows.

- A creative and collaborative workplace.
- The prospect to help make art education accessible to more children and communities.

How to Apply Apply by sending your resume to [email protected]

Please also include a short video cover letter introducing yourself. In your video, tell us:

- Why this role interests you.
- How your experience relates to the position.
- How you keep track of multiple deadlines and unfinished tasks.
- About a time you noticed a problem and took initiative to resolve it.
- Why Artshine’s mission matters to you.

Most importantly, let your personality come through. We want to understand who you are as a person, not only what appears on your résumé. Join us in making a difference through art!

Job Type: Full-time

Pay: $19.00-$21.00 per hour

Benefits

- Dental care
- Extended health care
- Vision care

Application question(s):
- Have you sent a link to a Video Cover Letter to [email protected] In the video, tell us why you are excited about this position, how your experience aligns with our mission at Artshine and don't be afraid to show us your personality!

Location:
- Kitchener, ON N2G 4P3 (required)

Work Location: In person

📌 Program Assistant (Kitchener)
🏢 Artshine
📍 Kitchener