Administrative Coordinator - CIMA & MusicOntario

Posted on:
December 7, 2017
Apply by:
December 17, 2017

Administrative Coordinator

The Canadian Independent Music Association (CIMA) and its division MusicOntario (MO) are looking for an Administrative Coordinator, effective immediately. This is a government funded contract position for six months with the potential for extension. This is a junior-level position, and is ideally suited to a candidate with 1-2 year’s experience who is looking to build their skills in a well-established music organization (senior level administrators need not apply).

Reports to: President

Location: Toronto, ON

Key Responsibilities:

  • Assist President with scheduling, calendar, special arrangements, drafting correspondence, filing briefs/submissions, preparing materials for meetings and presentation
  • Help prepare funding applications for CIMA and MO, undertaking the necessary research and assisting in filing applications with funders
  • Help prepare interim and final reports to funders on behalf of CIMA and MO
  • Prepare all materials for Board meetings and AGMs, including sourcing/booking venues, agendas, minutes, liaising with the Board of Directors and members
  • Assist CIMA Export office with administrative support
  • Assist Program & Marketing Coordinator with the planning and execution of the Annual CIMA Awards Gala
  • Assist MO and CIMA with planning and execution (attendance required) of local professional development and special events, as required
  • Provide support to membership activities, as required
  • Other duties as assigned

General Administrative Responsibilities: 

  • Basic office management – maintaining both business and general office supplies and equipment, liaising with all suppliers, building management and security and generally keep the office orderly
  • Responsible for drafting and filing correspondence, processing incoming and outgoing mail and packages (including tracking)
  • Receptionist duties – answering phone in person (when possible) and checking voice mail regularly, directing calls, responding to general enquiries and follow up as required
  • Assist Accounting in scheduling cheque signing, preparing visas and processing other payments; responsible for petty cash under direction of Accountant
  • Assist, as required, with proofreading key communications, directories and catalogues
  • Assist in coordinating and confirming all ‘day-of’ event details (technical requirements, catering, etc.), as required.

Key Requirements:

  • Relevant post-secondary education and 1-2 years work experience
  • Demonstrated, superior written and verbal communication skills (ability to write clearly, accurately and professionally)
  • Technology skills - broad-based computer skills including ease with Microsoft Office Suite and social media platforms (Facebook, Twitter, Instagram, etc.)
  • Self-starter who takes initiative
  • Excellent problem-solving skills, critical thinker with attention to detail
  • Highly organized with the ability to meet deadlines
  • Proven ability to execute multiple projects simultaneously as well as to prioritize
  • Strong customer service and interpersonal skills to engage with members, sponsors, stakeholders and fellow staff
  • Ability to effectively self-direct as well as work in cooperation with management and staff
  • Knowledge of, and experience in, the music industry would be an asset
  • Experience with membership based organizations would be an asset
  • Position primarily requires daytime working hours; however, periodically work will involve weekend/evening hours for association-related events


This is a government-funded position with the following eligibility requirements:

  • 30 years of age or under;
  • Post-secondary diploma or degree;
  • A Canadian citizen, permanent resident, or a protected person as defined by the Immigration and Refugee Protection Act;
  •  Legally entitled to work according to the relevant provincial/territorial legislation and regulations.

Interested candidates should email a cover letter, resume, and three references to:

Deadline: midnight on Sunday, December 17, 2017

We thank all applicants for their interest; however only those candidates selected for an interview will be contacted. CIMA is an equal opportunity employer, and we are committed to an inclusive, barrier-free work environment in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). We will be happy to work with applicants requesting accommodation during the hiring process.

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