Office Administrator - #94901

About Us

The Canadian Media Producers Association is Canada’s industry association for independent producers. We represent hundreds of Canadian companies engaged in the development, production and distribution of English-language TV programming, movies and digital media content. Have a favourite Canadian TV show? Chances are one of our members produced it. Those Canadian films getting all the hype on the festival circuit? Again, it’s more than likely you’re hearing about our members’ productions. The CMPA works to safeguard the continued success of the media production sector in Canada, and to ensure a bright future for content made by Canadians.

The CMPA is currently seeking an experienced Office Administrator to join our dynamic organization as an important part of the Toronto office in support of its administrative and operational requirements.

POSITION OVERVIEW:

The Office Administrator will provide administrative and day-to-day operational support of the Toronto office and ensure in collaboration with the Office Manager, the smooth operation of Toronto’s technology-related and facilities-related needs. The incumbent must be results-oriented and have demonstrated ability to prioritize workflow effectively.

ROLES & RESPONSIBILITIES:

Administration

• Answer and direct incoming calls, general telephone and email enquiries, and greet/direct walk-in traffic
• Open and distribute mail, coordinate incoming and outgoing couriers, manage the flow of documents between the three CMPA offices (e.g. collect documents, coordinate timing of couriers, ensure documents requiring signature are managed in a timely fashion)
• Provide administrative support as required (e.g. for scheduling of office meetings, conference calls, calendar management and events; or when a staff member’s direct support is absent, drafting and distributing agendas and other materials, recording minutes and follow up on action items, preparation of documents and materials, booking travel, accommodations, meeting rooms, catering, audio-visual)
• Provide administrative support with data entry, invoice management, receipts, expenses, petty cash, and payment coordination as directed
• Support the maintenance of organizational contact databases in Outlook and CRM
• Set-up and maintain records management of all physical files in coordination with Toronto departments in common spaces including reception
• Coordinate the Toronto office’s storage needs on and off site

Office Operations

• In coordination with the Office Manager, support the planning and execution for initiatives related to technology, facilities, and other Toronto-related operational needs
• In coordination with the Office Manager, act as first point of contact for the Toronto office information technology activities (e.g. IT queries, troubleshooting, telephone system, set up of virtual video conferencing and other remote needs related to IT) and office telecommunication requirements
• Provide office support for new staff in Toronto, including computers, workstations, supplies, pass cards
• In coordination with the Office Manager, support, maintain, catalogue, and coordinate all cellphone, telephone, and computer equipment such as laptops for the Toronto office
• Maintain Toronto office equipment (e.g. photocopier) and liaise with Toronto office vendors (e.g. cleaners, delivery personnel)
• Liaise with the Toronto building manager, parking, and security services, submitting and tracking work orders
• Manage Toronto Office subscriptions (newspapers, magazines, shared online media accounts) as directed
• Coordinate repairs and maintenance of Toronto office
• Lead projects relating to Toronto office moves, furniture and non-technology related equipment
• Ensure Toronto office is secure during non-business hours, early shutdowns
• Act as first point of contact for Toronto office facilities issues
• Create and regularly update facilities binder for Toronto office
• In coordination with the Office Manager, monitor outsourced service costs and identify solutions to reduce expenses
• Maintain clean and professional common areas (reception, boardrooms, kitchen, copy room)
• Maintain Toronto office and kitchen supply inventories

Additional Responsibilities

• Assist staff with administrative duties or projects as required, e.g., board deliverables and board meetings, employee engagement/human resources, marketing and communications, member benefits/services, member meetings, and sponsorship administration
• Liaise with other staff, CMPA offices and assist in CMPA wide initiatives as directed
• Other duties as assigned and in keeping with the level of the job description

In-Office Attendance

• This role will observe Toronto in-office days, and other meetings or event days as needed that are not in-office days

COMPETENCIES REQUIRED:

• Minimum of three years of office experience
• Exceptional Microsoft PC skills (i.e. Word, Excel, CRM, Power Point, Outlook)
• Solid working knowledge of general office IT set-up and requirements, e.g., Microsoft 365, SharePoint, OneDrive and other computer applications
• Knowledge of supplies, equipment, and/or services ordering
• Ability to maintain filing systems and databases
• Focused, detail oriented
• Proven ability to effectively prioritize, multi-task and manage workflow
• Adaptable to changes in process, systems and organization structures and priorities
• Able to work independently and in a team environment
• Ability to exercise good judgement, show initiative and be proactive
• Able to build and maintain positive and effective working relationships with internal and external parties
• Strong interpersonal, written, and oral communication skills
• Industry experience considered an asset
• English (written and spoken) essential
• French (written and spoken) considered an asset

Notes:

REPORTS TO: Vice-President, Communications, Marketing and Membership

LOCATION: Full-time position based in Toronto. Currently hybrid work schedule

The CMPA is committed to equity, diversity, inclusion and access in our organization, and in our work. We strive to create a workplace that honours a diversity of lived experiences, perspectives, abilities and identities, and to foster and maintain a working and learning environment that is inclusive and equitable. We welcome all applicants, and in particular applicants from equity-seeking communities.

Accommodation for those requiring accessible alternatives is available on request for applicants taking part in all aspects of the selection process.