Assistant to the CEO Office and Philanthropic Development

Assistant to the CEO Office and Philanthropic Development

The National Theatre School of Canada is looking for a passionate, dynamic, and resourceful individual who can juggle priorities and master various IT platforms with ease. If you have an eagle eye for details, unparalleled customer service, a rigorous spirit, and wish to evolve in a stimulating theatrical training environment, then this position is for you! 

As Assistant to the CEO Office and Philanthropic Development, the selected candidate will provide high-level administrative support and coordinate activities that ensure the smoothness and efficiency of both departments. Responsible for the daily management of the CEO’s schedule, this person will anticipate logistical and documentary needs, while managing calls, travel, and expense reports. The assistant will organize and prepare the necessary documents for board meetings and its various committees, draft minutes in both official languages, and ensure follow-up on important communications. 

Full-time, permanent positions. 

Job Description

More specifically, the incumbent of this position will have to: 

  • Organize the CEO’s schedule and ensure good time management, proactively anticipating needs, documents to be provided, collected, or saved for consultation; 
  • Manage calls for the CEO, travel, expense reports, including transport and accommodation reservations; 
  • Plan, organize, and coordinate board meetings and various committees, as well as plan all necessary materials for these meetings; 
  • Draft minutes, reports, and accounts in both languages, then submit them for approval, sending, and follow-up; 
  • Maintain and update the "DonorPerfect" database in collaboration with the external relations department; 
  • Be the point of contact for donors, follow up and answer their questions; 
  • Coordinate the scholarship awarding process for students; 
  • Perform various administrative activities related to the school's fundraising activities (issuing tax receipts, accounting for various revenue sources, thank-you letters following a donation, etc.); 
  • Perform queries and exports in "DonorPerfect" to analyze and target new potential donors and/or inactive potential donors; 
  • Create and edit various reports; 
  • Coordinate bank reconciliation with the finance department; 
  • Coordinate the translation and correction of texts in French and English; 
  • Collaborate in organizing certain internal events, as needed; 
  • Provide logistical support for organizing benefit events; 
  • Provide support in planning and preparing meetings; 
  • Ensure the filing of administrative files; 
  • Any other related tasks. 

Ideal profile

    Training and skills sought: 

    • Professional degree in administration or equivalent training. 
    • A minimum of 3 to 5 years of experience in a similar position. 
    • Excellent proficiency in French and English. 
    • Excellent mastery of the Microsoft Office 365 suite. 
    • Knowledge of DonorPerfect or any other fundraising software is an asset. 
    • Knowledge of Adobe Acrobat is an asset. 
    • Knowledge of the Montreal and Canadian artistic environment (an asset). 

    Qualities sought: 

    • Sense of organization, efficiency, adaptability, and the ability to manage multiple files at the same time. 
    • Demonstrated skills in writing and translation. 
    • Excellent judgment and discretion. 
    • Autonomy that allows working with minimal supervision and adaptability. 
    • Ability to work under pressure and under the direction of several people Ability to work on multiple files simultaneously and within tight deadlines. 
    • Team spirit, initiative, sense of organization, and outstanding customer service. 
    • Be an indispensable collaborator! 


    What we offer

    • A competitive salary with an agile work schedule.  
    • An advantageous number of vacation days.  
    • A very advantageous defined benefit pension plan.  
    • A comprehensive group insurance plan, employee assistance program and telemedicine.  
    • A free parking space at the Saint-Denis campus.  
    • The privilege of working daily with a dedicated team, exceptional artists from across Canada and over 170 talented students; all in a bilingual, diverse and inclusive work environment!  

    How to apply?

    If you are interested in this position, please send your resume to before May 23, 2024. 

    We thank all candidates for their interest, but we will only contact those who are selected for an interview. 

    We are committed to providing an inclusive and accessible workplace for all and support the right to employability. We support the right to employability. That is why we are an equal opportunity employer and invite applications from people of all ages, genders, sexual orientations, persons with disabilities and Black, Indigenous, and people of color (BIPOC).   

    Apply now!

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