Key Activities Under the direction of the Artistic Producer, National Creation Fund, the Administrative Associate is the administrative backbone of the National Creation Fund and Professional Development teams, providing administrative, operational, and logistical support to both teams.

This role provides high-level administrative and operational support across both departments, playing a pivotal role in the National Creation Funds submission and investment processes and the planning and execution of Professional Developments suite of residencies, gatherings, and apprenticeships.

Working closely with members of the Creation Fund and Professional Development teams, the Administrative Associate helps ensure both departments run smoothly and effectively, offering our communities and partners a meaningful experience.

The incumbent is a key administrative resource, supporting multiple areas while maintaining strong attention to detail, positive relationships, and organizational effectiveness.

Working closely with department leadership and team members, the Administrative Associate serves as a trusted partner in planning, problem-solving, and implementing priorities while ensuring operational excellence.

Department Operations and Administration Respond to inquiries from artists, participants, partners, and arts organizations; Maintain the flow of the Funds submission process by coordinating with our curatorial teams, booking meetings, circulating prep material, identifying and securing access support and interpretation, to ensure curatorial decisions are made and shared in a timely manner; Establish and maintain digital document management systems, electronic filing systems, databases, templates, and administrative records; Track, organize, and maintain department files, applications, submissions, agreements, reports, and supporting documentation; Assist with the administration and drafting of agreements and reporting; Prepare correspondence, meeting materials, agendas, presentations, reports,



and briefing documents; Coordinate translation requests and assist with the preparation of bilingual materials; Identify and book access support measures as needed; Support the management of the Funds National Advisory Committee, including booking meetings, organizing and executing meeting logistics, preparing and circulating advance materials, and onboarding current members; Schedule departmental meetings, maintain weekly meeting records and departmental Outlook Calendar; Recommend and implement administrative improvements that may enhance efficiency, organization, or experience; Support departmental financial administration, including expense claims, procurement forms, purchase requests, credit card reports, recurring payments, and payment documentation; Manage invoices and process payments, and ensure timely payments due under various contracts; Act as principal departmental liaison with NAC Finance Department for administration matters; Maintain and update the contact list and manage invite and RSVP lists for performances, as well as ticket allocation and distribution.

Company Management and Event Support Coordinate travel arrangements, accommodations, per diems, transportation, and logistics for the department.

Prepare and process travel approvals and travel claims; Execute logistics for ancillary events, team retreats, premieres etc., as well as residencies, leadership programs, advisory meetings, workshops, receptions, and special initiatives.

Logistics include room bookings, catering requests, performance tickets, and accessibility measures; Provide on-site administrative and logistical support before, during and after programs and events, including responding to evolving needs, coordinating schedule changes, and assisting staff.

External Relationship Management Administrative contact for participants, artists, curators, National Advisory Committee members,



external partners, and service providers; Maintain relationships with partners by coordinating information requests, meetings, materials, and logistics; Support participant communications before, during, and after programs and event.

Communications Support Assist with updating websites, gathering materials for social media and securing approvals for communications materials; Execute the collection, organization and approvals of quotes, photos, and videos for communications purposes.

Skill Requirements Post-secondary degree, in a related field, or an equivalent combination of education and relevant experience; Minimum of three (3) years of related experience in administrative roles with significant responsibilities; Demonstrated attention to detail and accuracy, with a strong degree of professionalism, tact, and diplomacy; Exceptional interpersonal and communications skills; Fluently bilingual in both official languages, French and English, written and spoken; Solid organizational and administrative skills; Proven ability to develop, streamline and continuously optimize operational processes; Highly organized and able to coordinate a variety of activities simultaneously; Proficiency with Microsoft Office Suite (including Microsoft Teams, Word, Excel, Outlook, and Power

Point), and Adobe; Ability to adapt quickly in a rapidly evolving environment; Strong digital literacy and ability to learn new technologies and systems; Self-motivated with the ability to work independently and take ownership of tasks; Collaborative team player, adept at working within a complex organizational structure; Experience contributing to the administrative support of a busy department within a large organization; A demonstrated interest and/or work experience in the performing arts or cultural sector is an asset; Experience creating visually engaging materials, presentations or communications, with an eye for design, creativity, and user experience is preferred; Weekend and evening work performing event-related tasks is occasionally required.

📌 ADMINISTRATIVE ASSOCIATE, NATIONAL CREATION FUND AND PROFESSIONAL DEVELOPMENT (Ottawa)
🏢 National Arts Centre
📍 Ottawa