Job Posting: General and Administrative Coordinator

Job Posting: General and Administrative Coordinator
Organization: Ada X
Location: Montreal, QC
Deadline : March 16 2025, 12am (midnight)

Ada X is seeking a General and Administrative Coordinator to join our team. This role involves strategic planning, financial operations, and administrative oversight in collaboration with our team and Board of Directors. The selected candidate will play a key role in ensuring the operation and sustainable progress of the organization in alignment with our mandate and values, as well as being active in the real estate acquistion project of Pôle artistique 4001 Berri.

Responsibilities

General

Develop and implement the organization’s strategic vision, planning, and action plans.
Create and update internal projet management tools.
Oversee human, material, and financial resources.
Provide support to various organizational sectors (mediation, programming, production, communications).
Participate in the real estate acquisition project as a representive of the center within the Pôle artistique 4001 Berri.

Administrative

Identify funding opportunities and prepare grant applications and reports with the Programming Coordinator.
Manage and track membership applications.
Prepare and monitor budgets in collaboration with the team and Board of Directors.
Analyze financial reports and provide recommendations.
Oversee supplier payments, payroll, bank reconciliations, and cash flow.
Manage accounting operations and ensure compliance with financial procedures.
Work with the auditor to prepare required documents for annual financial statements.
Maintain relationships with funding institutions and prepare financial reports.
Organize general assemblies with input from the Board and team.
Attend Board meetings, providing strategic counsel and support.

Real Estate Project in a Non-Profit Context

Ada X is involved in a real estate acquisition project in collaboration with other non-profits in the arts sector. The coordinator, along with our nonprofit partners, will oversee the final stages of funding, renovations, and community engagement to ensure the project’s success.

Key Responsibilities:

Funding Completion: Secure remaining financial support through grants, partnerships, and fundraising efforts.
Renovation Oversight: Coordinate renovations to meet our sustainability and accessibility goals.
Liaison with External Professionals: Work alongside architects, legal advisors, and financial experts to ensure zoning, regulatory, and financial compliance.
Strategic Partnerships: Collaborate with partner organizations to manage shared responsibilities in this acquisition and renovation project.

Team Collaboration

Build and maintain partnerships to strengthen the organization’s reach and community engagement.
Develop and implement community engagement strategies.
Co-organize team meetings.
Maintain a presence at Ada X’s office during business hours.
Represent Ada X at events, activities, and within arts and cultural networks.
Support the development of healthy organizational practices.

Qualifications

Experience in arts administration, nonprofit management, or a related field.
Strong knowledge of financial and human resources management.
Excellent organizational and strategic planning skills.
Fluency in French and English (spoken and written).
Ability to work collaboratively with a diverse team and community.

Skills

Knowledge of the media arts sector or the broader arts and culture community.
Strong time management and organizational skills; ability to work independently and meet deadlines.
Excellent interpersonal skills and ability to build positive relationships.

Contract Details

Type: Permanent position
Hours: 32 hours per week

- 6 weeks of paid vacation per year
- Flexible work environment (combination of in-office and remote work)

Note: Occasional evening and weekend availability may be required to support programming activities or represent Ada X at events.

How to Apply

Send the following documents to appel@ada-x.org:

Your updated resume
A cover letter explaining your interest in the position and relevant experience
Two references (name, pronouns, email, phone number, and your relationship to them)

Thank you to all applicants! Only those selected for an interview will be contacted.

Questions?