Seasonal Administrative Assistant

This role reports directly to and is functionally accountable to the Manager, Finance & Administration.  With the support of the Assistant, Finance & Administration, the Seasonal Administrative Assistant will aid with a variety of administrative tasks and reception services leading up to, during, and after Folklorama’s peak event season in the summer.  This position is imperative in supporting inquiries from the public related to Festival ticketing, VIP Tours, and general Festival information.  Flexibility for evenings and weekends is required, particularly during the Folklorama Festival with the possibility of overtime.

Terms of employment:

Two (2) Positions are available as follows:

• May 20th – August 22nd, 2025 (14 weeks)
• July 2nd – August 22nd, 2025 (8 weeks)

Schedule is 35 hours per week, Monday through Friday.  Rate of pay is $17.00 per hour plus 4% vacation pay.  Some overtime may be required during the weeks of the Festival; applicants must be available evenings and weekends.

Location:

Job will be performed in Winnipeg, Manitoba, with the main work location being the Folklorama Head Offices at 2nd Floor, 183 Kennedy Street.  The Seasonal Administrative Team may be required to attend occasional meetings and events located within Winnipeg at offsite locations.

Primary Accountabilities:

• Ensure that clients receive prompt, friendly, and knowledgeable service on the phone, in person, and through written and electronic communications.  Proficiency in Microsoft Office programs (Word, Excel, Outlook) is a requirement.
• Maintain all functions of the phone switchboard (Shaw Polycom) servicing clients and staff, including online functions.
• Uphold professional, calm demeanor when responding to any customer issues, taking the time to work through technical difficulties or providing information.
• Be comfortable managing multiple responsibilities at once in a fast-paced, high-volume environment.
• Provide a variety of administrative support services to the Folklorama Operations Team, as assigned or approved by the Assistant, Finance & Administration.
• Assist with special events and meetings as required that may include hours outside of regular business hours.
• Work in conjunction with the Assistant, Finance & Administration to coordinate all incoming and outgoing physical and electronic mail communications.  Ensure that all mail and correspondence is opened, dated, and distributed to the appropriate departments.
• Maintain the front reception area and boardrooms.
• Ensure that all office supplies (paper, coffee, drinks, cleaning items, etc.) are refilled regularly.
• All other necessary duties as assigned by the Assistant, Finance & Administration, the Manager, Finance & Administration, or the Executive Director.

Qualifications:

• Education & Experience

Must have a minimum high school diploma; enrollment in post-secondary studies will be considered an asset.

• Credentials

The successful applicant will be required to attain a clear criminal record and abuse registry check.

• Additional Skills & Abilities

Time management skills: Ability to coordinate and prioritize multiple assignments in a fast-paced environment.

Comfortable learning and working with technology (e.g.; Zoom, Teams, smartphones, tablets, digital ticketing website, etc.)

Strong attention to detail, logical thinking, ability to troubleshoot.

Active listening, empathy, clear communication, conflict resolution.

Proactive, action-oriented to fulfill obligations for the team’s success.

Dynamic, keen, and organized individual with strong initiative and attention to detail.

If you are interested in joining the Folklorama team as a Seasonal Administrative Assistant and have the experience, education, qualities, and passion to work for one of Winnipeg’s premier arts and cultural organizations, please forward a cover letter indicting where you saw this position posting, a resume/CV, and three (3) references by Monday, March 3, 2025, at 5:00 pm to:

Deanne Coombes (she | her)

Manager, Finance & Administration. Folklorama c/o Postings@folklorama.ca

Thank you to all applicants for your interest, however only those selected for an interview will be contacted after the posting has closed.

Folklorama is committed to equity, diversity, and accessibility in the workplace. We strive to have a team that reflects our mission and mandate, and encourage diverse abilities, cultures, identities, languages, and perspectives. Folklorama encourages candidates to speak to this in their application. Applicants should identify if they require accommodation during the competition process on a confidential basis.