Administrative Assistant

Company Overview

About IATSE Local 357

Local 357 of the International Alliance of Theatrical Stage Employees, Moving Picture Technicians, Artists & Allied Crafts of the United States, its Territories and Canada is a mixed local representing live entertainment workers in the areas of stage carpentry, audio, electrics, properties, scenic carpentry, wigs/hair & makeup, wardrobe and wardrobe production, drivers, facilities and audience services. 

Chartered in 1922, our Local has grown and expanded to 12 bargaining groups across 5 locations: the Stratford Festival (Stratford), Centre in the Square (Kitchener), Kitchener Memorial Auditorium, Wilfrid Laurier University (Waterloo), the River Run Centre (Guelph), and Jaden Entertainment (Stratford), representing the many fine Craftspeople and Technician personnel in the theatre and entertainment industry.   

Job Description

Position Summary

IATSE Local 357 is seeking a dedicated and experienced Administrative Assistant to ensure the accuracy and organizational access to the Local’s records and to perform clerical duties.  This role involves handling administrative tasks, supporting operational and board activities. This position is full time, 40 hours per week: 9 a.m. - 6 p.m., Monday - Friday, with occasional evening and weekend work as needed.  This is primarily a remote position that will transition to an office in the future. The ideal candidate resides in the area of Stratford, Kitchener-Waterloo, Guelph, or Cambridge.

Knowledge and Skills

·       Excellent organizational, communication, and interpersonal skills

·       Knowledge and expertise in database software, creation and management

·       Highly proficient in Google Workspace and Microsoft Office, especially Excel

·       Ability to work independently and collaboratively

Duties of Administrative Assistant

•       Centralize, maintain, update, and track the records of the Local, observing established file hierarchy, share points, access levels

•       Archive data and files

•       Maintain and update content and records on the Local’s website

•       Work in concert with the Local’s Officers to maintain and update the local’s records and membership database, including new hires/permits/advancements to membership/retirees

•       Create and maintain a master calendar for executive operating officers - to include meetings, deadlines, tax dates, reporting dates, and committee deadlines

•       Maintain and update project management software for the Local’s Executive Board, track project advancement, send project reminders, provide weekly updates on projects to Executive Board

•       Maintain and update inventory list of equipment (computers, hard drives, phones, etc.)

•       Monitor IATSE Local 357 PO Box, notify recipients of mail/packages, arrange for items’ delivery, sign for, receive, and pick up

•       Book meeting locations/rooms as needed and arrange virtual meetings for members/committees/officers as needed

•       Take minutes for committee meetings

•       Provide documentation support to the President, Business Agent, Executive Board, and standing committees as needed (current contract copies, negotiation support, research facts, provide data, request info from other IATSE offices)

•       Other duties as required

Compensation & Benefits 

•       90-day probationary pay rate: $23/hour

•       Pay rate up to $25/hour

•       2 weeks’ vacation

•       Sick time

•       Retirement contributions to CEIRP (Canadian Entertainment Industry Retirement Plan) – 6.25% matching

•       Work computer, phone, and printer provided by the Local

•       Mileage reimbursement per CRA

•       Work in a dynamic union environment serving the entertainment industry

Eligible Candidates

IATSE Local 357 embraces the values of equality, diversity, and inclusion among its staff and partners. We do not discriminate on the basis of race, ethnicity, colour, religion, sex, sexual orientation, gender identity, age, weight, marital status, disability, veteran status, or any other status protected under applicable law. Candidates from traditionally underrepresented groups are strongly encouraged to apply. If you are a candidate with a disability and require reasonable accommodations to apply for this position, please reach out to infoiatse357@gmail.com including your resume, cover letter, and accommodation request(s).

Qualifications

 •       University degree or college diploma in Business or related field

•       Minimum 2 years’ experience in an administrative support role

•       Proficiency in Microsoft Office, Google Workspace

•       Familiarity with project management software such as Trello or AirTable

•       Experience with labour unions is beneficial

•       Excellent communication skills, written and spoken

•       Ability to proofread and edit documents

•       Valid G Driver’s License

Hours of Work

 ·       Remote work 9 am – 6 pm Monday – Friday 

·       Occasional evening and weekend work as needed to attend remote and onsite meetings

·       Primarily remote with future transition to in-person

Contract Details

•       Probationary period of 90 days

•       $23/hour with pay increase up to $25/hour, contingent upon performance review

•       Contract term is one year, renewable

Working Relationships

 ·       Reports to the Executive Board of the Local

·       Board Liaison: President

·       Works closely with Executive Officers and the Executive Board

Preferred Start Date

 Immediately