Executive Assistant & Projects Manager

The Cinema Arts Centre, a community-based art house cinema, is seeking a highly organized, proactive Executive Assistant & Projects Manager to support senior leadership and help ensure smooth coordination across multiple departments. This role is ideal for someone who enjoys keeping projects moving, creating structure, and supporting a dynamic, creative workplace.

The Executive Assistant & Projects Manager will manage short- and long-term projects, coordinate interdepartmental communication, coordinating employee evaluations alongside leadership, and provide administrative support to the Executive Director. Scheduling is flexible.

This position is a “roll up your sleeves” and do whatever it takes to get the job done!

RESPONSIBILITIES

Project Coordination & Management

• Track progress on short-term and long-term organizational projects
• Develop timelines, task lists, and accountability systems
• Follow up with staff and departments to ensure milestones are met
• Support planning and logistics for theater initiatives and events

Executive & Administrative Support

• Assist the Executive Director with scheduling, correspondence, and administrative tasks
• Prepare reports, meeting notes, and follow-up documentation
• Support board meetings and strategic planning sessions as needed

Employee Relations & Evaluations

• Assist in the coordination of employee evaluations
• Support staff development conversations and goal tracking
• Help maintain positive communication and workplace culture

Cross-Department Collaboration Work closely with:

• Development on fundraising deadlines, grant tracking, donor events
• Technical Team on equipment needs, screenings, and workflow updates
• Youth Outreach on program schedules, community partnerships, and logistics
• Operations on staffing, theater maintenance, and policy implementation

QUALIFICATIONS

• 2+ years of experience in project management, administrative coordination, or related work
• Strong organizational and time-management skills
• Excellent written and verbal communication
• Ability to collaborate across departments and manage multiple deadlines
• Comfortable working in a creative environment with shifting priorities
• Familiarity with arts, nonprofits, or independent film is a plus (not required)