Reporting directly to Capture Photography Festival’s Executive Director, the Office Coordinator will ensure the smooth administration, accounting, planning, and operations of the Festival. They will assist, communicate with, and problem solve alongside other members of the Capture team.
Duties and Responsibilities:
Reporting to and supervised by Capture’s Executive Director, the Office Coordinator is responsible for a wide variety of administrative, operational and accounting tasks including:
- Proactively managing Asana, Capture’s project management system, and the Festival calendar;
- Coordinating meetings for the Capture team;
- Supporting the Executive Director on all administrative matters;
- Ensuring the smooth functioning and maintenance of the office;
- Ensuring filing systems are maintained;
- Liaising with sponsors for logo approvals on advertisements, didactics, website etc;
- Processing accounts payable, accounts receivable, bank reconciliations and routine general ledger account reconciliations;
- Ensuring all bank and credit card accounts are reconciled in a timely manner;
- Assist in the preparation of project budgets;
- Preparation of annual financial statements and periodic budget to actual comparatives;
- Resolve accounting discrepancies and irregularities;
- Provide Capture’s Board and Finance and Audit Committee with accounting information as requested;
- Assist in the preparation of grant applications by preparing budgets and providing financial information;
- Sending and coordinating signature of contracts/agreements;
- Building proposals for public art projects;
- Building collateral related to sponsor/donors;
- Researching and doing preliminary screening of any vendors/contract roles;
- Participating in catalogue distribution as required;
- Coordinating guest lists for Capture events;
- Attendance and assistance at exhibitions and events during the month of April 2022; and
- Other related duties as may be required.
Essential Knowledge, Skills and Attributes:
- Post-secondary degree
- Minimum 3-5 years administrative, coordination or project management experience
- Minimum 3-5 years bookkeeping experience
- Experience in event planning and production
- Exceptional written and verbal communication skills
- Exemplary organizational skills
- Demonstrated ability to work flexibly and with a team
- Excellent planning and time management, with the ability to multitask, and prioritize within a busy working environment
- A willingness to carry out a wide variety of tasks
- Capacity to work calmly under pressure
- Self-starter, seeks opportunity and is proactive
- Ability to work collaboratively both with a small internal team of colleagues
- A valid criminal record check (or the ability to obtain one)
Desirable Skills and Experience:
- Knowledge of local, national and international artists and arts organizations
- Experience working directly with artists, writers, curators, and other cultural producers
- Knowledge of marketing and audience development in the arts
- Familiarity with Zoom, Quickbooks, WordPress, Asana
Title: Office Coordinator
Reporting to: Executive Director
Contract Terms: $25-30/hr, commensurate with experience, 3 days (on average 21 hours) per week (possibility of increased hours as we get closer to the Festival). This position begins as soon as possible and ends May 31, 2022.
Work Location: Vancouver, British Columbia, Canada. This is an in-person position. Please note the office is, unfortunately, not wheelchair accessible but accommodations will be made for those with mobility issues.
Application Deadline: July 29, 2022, 5 PM PST
Interview Dates: August-September, 2022
Capture Photography Festival sincerely thanks all those who apply, but only those applicants selected for an interview will be contacted.
Interested candidates may submit a cover letter and c.v. in one document as a PDF stating OFFICE COORDINATOR in the subject line to [email protected]
