JA7-Executive Admin Assistant-Ottawa Jazz Festival

Position: JA7 – Executive Admin Assistant– Ottawa Jazz Festival

Contract Length: 26 Weeks.  Start Date: February 9, 2026 End Date: Initial term approved to the Province of Ontario’s current fiscal year end, March 31, 2026. Additional weeks pending the approval of Ottawa Festivals’ fiscal year (2026-2027) JCP program application to the Province of Ontario.

Work Schedule: Full Time-4 business days per week (32 hours)  Location: Hybrid: 2 days at 294 Albert St + 2 days at home

JOB SUMMARY:This position is funded through Ontario’s Job Creation Partnerships (see more details below). Working alongside the Executive & Artistic Director to assist with administrative tasks. This position reports to the Executive & Artistic Director, Digital Media Manager and Operations Manager.

RESPONSIBILITIES:

• Assist with daily schedules including meetings, internal planning sessions, and external partnership calls.

• Assist with inbox management: sorting messages, flagging priorities, drafting replies, and organizing communication threads.

• Take notes during meetings and prepare clean, organized summaries with action items.

• Support administrative filing: digital organization of contracts, schedules, festival planning documents, and partner correspondence.

• Prepare small briefing documents for the Executive & Artistic Director ahead of key meetings (artist discussions,venue partners, funding bodies, etc.).

• Assist in preparing materials for community partners, venues, and hotels.

• Support relationships with neighbourhood venues and partner organizations.

• Support Executive & Artistic Director in gathering background information for grant applications and funding reports.

• Compile public data on similar festivals, regional tourism, and community impact.

• Help organize and summarize economic impact data, especially relating to tourist spending and media reach.

• Help prepare briefing documents that support OJF’s strategic goals (e.g., sustainability at Confederation Park, Music City initiatives).

• Serve as an onsite runner for Executive & Artistic Director (documents, backstage communication, last-minute logistics).

• All other duties as assigned.

Skills and Qualifications:

• College or University education is an asset.

• Must be a team player.

• Possess strong written and verbal skills.

• Able to meet deadlines and perform under pressure.

• Be computer literate

• Strong organizational skills

Additional Qualifications Required:

Candidate eligibility for JCP is determined according to the following criteria:

1. An unemployed job seeker or those employed less than 20 hours per week.

2. A resident living in Ontario who is legally authorized to work in Canada.

3. Meet at least 1 of the following criteria:

a. Has an established Employment Insurance (EI) benefit period.

b. Previously established an EI benefit period that has ended within the previous 60 months.

c. Paid employee EI premiums (e.g. Box 18 on the T4) in at least 3 of the last 10 years while earnings have been at least $2000 in each of those years.

NOTE: Persons currently enrolled in full-time academic studies are not eligible for consideration. Those who qualify to establish an Employment Insurance (EI) claim must do so prior to being considered for JCP participation.

Remuneration:

$704 (gross) per week paid biweekly by the Province of Ontario (average hourly rate: $22.00 based on 4 days/32 hours)

What’s Next?

Apply to jobs@ottawafestivals.ca. Please note, only selected candidates who meet the JCP eligibility criteria will be contacted for an interview. To learn more about the JCP program, please visit: http://www.ottawafestivals.ca/jobs/jcp-overview/. Ottawa Festivals welcomes and encourages applications from all eligible individuals. We are recruiting for a current vacancy in JCP but this process may also be used to fill future JCP opportunities over the next 6 months.