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Office Administrator

Western Canadian Music Alliance / BreakOut West Festival, Awards and Conference

BreakOut West, formerly known as The Western Canadian Music Awards Weekend, is the primary event hosted by the Western Canadian Music Alliance (WCMA) – an organization created by the Music Industry Associations (MIAs) of British Columbia, Alberta, Saskatchewan, Manitoba and the Yukon – to promote and celebrate western Canadian music.

BreakOut West annually celebrates the force of musical and industry talent in western Canada. The four-day event is comprised of a three-day music conference, a multi-genre music festival, the Western Canadian Music Industry Awards Brunch and the Western Canadian Music Awards Gala. This year’s event was held in Whitehorse, Yukon and in 2012 will be held in Regina, SK from September 27 - 30.

Posting: Office Administrator/ Western Canadian Music Alliance / BreakOut West Festival, Awards and Conference.
Please Note this is a one year term commencing in January covering a maternity leave. Start Date Feb 1 2012.

Duties:

Financial

• Bank deposits
• Collect and code invoices, expense claims and cheque requisitions
• Generate and distribute invoices
• Deal with vendor inquiries and payment requests
• Maintain Financial Files
• Record minutes during board meetings

Admin support

• Answer the phones
• Check and relay messages
• Respond to general correspondence via telephone and email
• Maintain filing system
• Maintain up to date membership lists and correspond with 6 member Music Industry Associations
• Update website with current and relevant information

Jury

• Work with DMDS to create and run jury site
• Create timeline for two jury rounds and member voting
• Compile a balanced list of 250+ jurors, grant them access to the jury site and ensure that their votes are received correctly and on time
• Set up membership voting by compiling a list of all voting members, grant them access to the site and ensure that their votes are received correctly and on time
• Work with DMDS to generate results
• Work with Jury Auditor to ensure the process is fair and balanced
• Help generate announcements for nominees and festival selections
• Create templates and manage spreadsheets in regards to the nominees

Submissions

• Work with publicist and Music Industry Association to advertise submissions and ensure that all eligible MIA members have submitted
• Work with DMDS to create and run submission site
• Assist artists and industry professionals with any questions or submission issues
• Collect submissions daily from Pack N Post and physically enter submissions into the DMDS system
• Create templates and manage spreadsheets in regards to submission

Required Skills & Qualifications:

• Must have at least High School level of education.
• Proficiency in Microsoft Excel and Microsoft Word.
• Must have basic technical skills – typing, faxing, scanning, email, etc.
• Demonstrated ability to work under minimum supervision and in a team setting.
• Must possess strong communication and interpersonal skills to effectively interact with other staff and clients.
• Must possess strong organizational and time management skills with the ability to set priorities and meet deadlines under pressure.
• Must have extreme ability for attention to detail and problem solving skills.
• Ability to achieve quality results while handling multiple tasks and experience in adapting to a changing workplace is essential.
• Ability to work some weekends, evenings and travel when needed – usually during the event.

Please send a resume and contact info to Rick@breakoutwest.ca.

www.breakoutwest.ca

Application deadline: 30 / 01 / 2012

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