Administrative Assistant
Accessibility
If you prefer to have this document in an alternative format, please email rramachandran@luminato.com. Audio transcript or ASL video available on demand.
Application Formats
Applications can be in point form, through video and/or voice memos.
For those selected for an interview:
- ASL interpretation available on request.
- Captions available on Zoom.
- Option for phone interview.
- Other accommodation available on request.
We believe in creating spaces where anyone can be involved, engaged, empowered, and inspired. Luminato adheres to Accessibility for Ontarians with Disabilities Act (AODA), and will work proactively through all stages of recruitment to create a barrier free hiring process, and will provide accommodations as required. To request accommodations please email Executive Coordinator, Rekha Ramachandran (rramachandran@luminato.com).
Luminato is deeply committed to being accessible and anti-racist, both in the workplace and through the programming. We are committed to amplifying QTBIPOC voices and enhancing accessibility on stage, for our audiences, and for our staff. Selection decisions are based solely on job-related factors
What is Luminato Festival?
Luminato Festival transforms the people, places, and possibilities of Toronto with extraordinary art experiences. Every June we present bold, playful, and of the moment art for all to enjoy. Distinctly Toronto, proudly Canadian and totally Global, we welcome the world to explore our streets, stages and stories.
About the Opportunity
We are looking for an Administrative Assistant to provide support across the Executive Office, assisting the Manager, Executive Office, as well as offering direct administrative support to the Artistic Director and the CEO.
The role focuses on scheduling, correspondence, and travel coordination for the CEO and Artistic Director, administrative assistance for the Board of Directors, and help with select administrative functions within the Luminato office.
This is a great opportunity to work in an administrative role within a creative organization.
Application Deadline: Thursday, January 8, 2026, at 5 PM
Position Start: February 2026
Position Type: Full Time Permanent
Salary: $55,000
Functional Area: Executive/Administrative
Key Responsibilities
Executive Support
- Provide coordinated administrative support to the Manager, Executive Office, and deliver direct administrative assistance to the CEO and Artistic Director.
- Manage scheduling and calendar coordination for the CEO and Artistic Director
- Coordinate travel, expenses, and general administrative tasks for the CEO and Artistic Director
- Prepare basic correspondence, format documents, and manage filing systems.
- Prepare meeting logistics for Executive Office activities, including room bookings, materials, and note-taking when required.
- Provide cross-functional administrative coordination between the Artistic Director and the Programming & Production Department, including scheduling, documentation, and workflow alignment
Board & Committee Support
- Assist the Manager, Executive Office, and Board Secretary with compiling documents, maintaining board files, and providing administrative support for the Board of Directors and committees as needed.
Office, Organizational, and HR Support
- Support administrative aspects of the Luminato office, such as ordering supplies and coordinating couriers
- Assist with internal organizational systems such as filing, digital document management, and process documentation.
- Provide cross-functional administrative assistance to support smooth day-to-day operations across departments.
- Provide administrative support for HR functions.
General Administrative Duties
- Maintain accurate records and contact lists related to executive and board activities.
- Prepare documents, reports, and basic correspondence as requested.
- Handle general administrative tasks that contribute to the efficiency of the Executive Office.
The Candidate:
We understand that not everyone has had the opportunity to cultivate all of the skills and experience required to fulfill the responsibilities of this role. We encourage candidates to apply who see themselves as having a solid base skill set for the position and interested in learning the rest.
Required Qualifications
- 2 years experience in an administrative role or position with transferable skills
- Excellent organizational and time management skills
- Strong interpersonal skills
- Strong attention to detail
- Excellent written & verbal communication skills
- Superior computer skills with proficiency with MS Office and other core office packages
- Comfortable in handling multiple priorities in a fast-paced environment
- Impeccable discretion, diplomacy and confidentiality
- Demonstrated dependability, reliability and flexibility; comfort with ambiguity
It Would Be Nice If You Had
- Experience working in the arts and culture sector and/or live events
- Knowledge of the local, national, and international arts community
Why Luminato Festival?
- Commitment to your growth. Regular internal training in anti-racism, accessibility, and leadership, plus support for self-directed professional development.
- Great culture. Collaborative, inclusive, and flexible work environment where creativity and care guide how we work.
- Work-life balance. Minimum of 15 vacation days per year, plus paid holidays, personal, spiritual, and wellness days.
- Hybrid work environment. Based at the TIFF Lightbox, 350 King Street West—transit-accessible with stunning city views.
- Incredible team. Join a creative, mission-driven group that values authenticity, collaboration, and joy in the work we do.
How to Apply
Please send your resume and cover letter in one PDF addressed to resume@luminato.com, subject line: Administrative Assistant by Thurs, Jan 8, 2026 at 5 pm. Please ensure your name is included in the PDF name.
We thank all applicants, however only candidates selected for an interview will be contacted. Luminato Festival is an equal opportunity employer and encourages all qualified individuals to apply. Should you require accommodation during the assessment process, Luminato will work with you to meet your needs.
Luminato Festival acknowledges that we are located on the traditional territory of many nations including the Mississaugas of the Credit, the Anishnabeg, the Chippewa, the Haudenosaunee and the Wendat peoples and is now home to many diverse First Nations, Inuit and Métis peoples. We also acknowledge that Toronto is covered by Treaty 13 signed with the Mississaugas of the Credit, and the Williams Treaties signed with multiple Mississaugas and Chippewa bands.
