Harmonaire Musique

Executive Assistant to Directors (Part-Time)

Position Overview

Harmonaire Musique is seeking a bilingual Executive Assistant to provide professional support to the Executive Director and Artistic Director for the 2026 concert season.

This part-time position combines high-level administrative support with hands-on assistance for concert operations, artist liaison, and touring logistics, ensuring smooth internal operations, efficient communication, and seamless execution of concerts and events across Montréal, Kingston, and national tour locations.

Flexible scheduling is required, including evenings, weekends, and occasional travel within Canada. A valid driver’s license is mandatory due to local artist transportation and on-site event responsibilities.

Candidates must have a background in music or be familiar with classical music performance environments, enabling effective communication with artists and understanding of concert and rehearsal workflows.

Key Responsibilities

1. Executive Support (30%)

• Manage calendars, appointments, and meetings for the Executive Director and Artistic Director.

• Draft, proofread, and format official correspondence, reports, and internal documentation in English and French.

• Screen and respond to inquiries from artists, partners, and community members.

• Prepare briefing materials for meetings, events, and tours.

  
  

2. Event & Tour Coordination (45%)

• Provide on-site support for concerts, rehearsals, festivals, and touring projects, including the Montréal Blue Lounge Concert Series, Kingston's Cataraqui Chamber Music Festival (2 weeks, August 2026), and national touring projects.

• Assist with venue preparation, artist hospitality, and audience support.

• Provide local artist transportation as required.

• Liaise with venues, suppliers, and partners to ensure smooth event operations.

  
  

3. Administrative & Communication Support (15%)

• Maintain contact databases, track artist and stakeholder communications, and support outreach initiatives.

• Assist with document management, grant support, and financial records (invoices, expense reports).

• Coordinate internal communications across administrative, production, and marketing teams.

  
  

4. Professional Development & Reporting (10%)

• Participate in regular check-ins and feedback sessions with Directors.

• Track and report on activities, project outcomes, and lessons learned.

Qualifications

• Fluent in English and French (written and spoken).

• Valid driver’s license and clean driving record required.

• Music background or familiarity with classical music performance environments required.

• Prior experience in executive assistance, office management, or arts administration preferred.

• Strong organizational, communication, and problem-solving skills.

• Ability to multitask, work independently, and adapt to a dynamic schedule.

• Professional demeanor, discretion, and confidentiality required.

Position Details

• Work model: Part-time, scheduled according to concert and event calendar.

• Locations: Montréal, Kingston, and select national touring venues.

• Compensation: Hourly rate based on experience.

• Travel & accommodations: Coordinated as required per assignment.

Application Instructions

Please submit:

• Cover letter highlighting executive support, coordination, and event experience.

• Résumé including bilingual proficiency, driver’s license, and music background.

Send applications to: executive.director@harmonairemusique.ca

Email subject line: Executive Assistant to Directors Application – [Full Name]

Equity, Diversity & Inclusion

Harmonaire Musique is committed to fostering an inclusive, accessible, and respectful work environment. Applications are strongly encouraged from Indigenous peoples, racialized communities, 2SLGBTQIA+ individuals, persons with disabilities, newcomers, and other historically underrepresented groups.

Accessibility accommodations are available upon request for interviews and on-the-job support.

Selection Process

• Applications reviewed by the Harmonaire Musique hiring committee.

• Selected candidates will be invited to remote or in-person interviews.

• Final appointment made by the Executive Director and Artistic Director based on qualifications, experience, and alignment with organizational values.