Communications & Operations Associate

Communications & Operations Associate

Part-Time (.5 FTE, 18 hours) during academic year, with potential for full-time summer hours (May–August) for candidates who meet Canada Summer Jobs funder criteria

Hybrid (Toronto): Minimum 2 days/week in office and some remote flexibility

Hourly Wage: $22/hour

Are you someone who loves to make things run smoothly behind the scenes, whether that’s coordinating logistics, updating a contact list, or making sure materials get to the right place on time?

STEPS Public Art is seeking a Communications & Operations Associate to help keep our internal systems and public projects moving. This is a hands-on, entry-level opportunity designed for a current graduate/post-graduate student or early-career professional looking to gain experience in nonprofit operations, outreach, and arts administration.

Working closely with the Operations Manager and Marketing & Communications Coordinator, you’ll support everything from event and site logistics to CRM upkeep, inbox triaging, material transport, health & safety, and email campaign support. You’ll also help document project activity, support outreach to artists and stakeholders, and ensure our spaces, systems, and staff have what they need to succeed.

This role is ideal for someone who thrives on variety, is highly organized, and enjoys being the go-to person for coordination, follow-through, and finding solutions. You’ll be joining a collaborative, values-driven organization that supports creative people doing meaningful work in communities.

Key Responsibilities

Outreach & Communications Support

• Support outbound lead development through CRM updates, contact management, and follow-up via email and phone.
• Assist with email campaigns, light social media content preparation, and distribution of digital and print outreach materials.
• Help gather photos, quotes, and documentation to support storytelling, marketing, and reporting.
• Represent STEPS professionally and with cultural responsiveness at select public events and partner engagements.

Operations & Administrative Coordination

• Support day-to-day operations including vendor coordination, supply ordering, document management, and mail handling.
• Help maintain safe, organized, and functional workspaces (office, storage, garage, and project sites).
• Track shared equipment, vehicle usage, access permissions, and basic health & safety logs.
• Monitor general inboxes and voicemail; triage inquiries to the appropriate team members.
• Provide scheduling, meeting prep, and note-taking support for operations, pipeline working sessions, and team meetings.

Project & Logistics Support

• Conduct site visits to collect logistical details (measurements, conditions, access needs) to support project planning.
• Provide on-the-ground support for installations, events, and community activations, including setup and teardown.
• Transport materials and equipment safely to and from project sites (valid G license an asset).
• Support clear and timely coordination with artists, vendors, and partners.
• Maintain accurate project records such as timelines, task lists, and material inventories.

Financial & Record-Keeping Support

• Assist with data entry and reconciliation of invoices, expense claims, and credit card statements.
• Help track project expenses and maintain accurate internal financial records.
• Submit timesheets, receipts, and mileage logs accurately and on time.

Cross-Team & Capacity Support

• Step in to support other teams during busy periods or coverage gaps.
• Participate in team meetings and cross-department initiatives.
• Model STEPS’ values of equity, collaboration, professionalism, and cultural responsiveness in all work.

CORE COMPETENCIES

• Adaptability: Manages shifting priorities with composure and a solution-focused mindset
• Initiative: Takes ownership of tasks and sees them through with minimal supervision
• Collaboration: Works effectively across teams, with artists, vendors, and staff
• Attention to Detail: Ensures records, communications, and logistics are accurate and organized
• Professionalism: Maintains a positive, respectful presence when representing STEPS
• Equity-Centered Practice: Demonstrates cultural awareness and a commitment to inclusive practices

WORKING CONDITIONS

• Hybrid work structure, with a minimum of 2 in-office days/week in downtown Toronto and flexible working arrangements available.
• On site work as needed for project and program delivery
• Occasional evening/weekend work (especially during installations or events)
• Travel within the GTA and occasionally other parts of southern Ontario

SKILLS AND QUALIFICATIONS

Must-Haves:

• 2+ years of experience in arts administration, logistics, nonprofit operations, communications, or related fields (experience can include volunteer roles or internships).
• Strong organizational and time-management skills, with the ability to juggle competing priorities and meet deadlines.
• Clear, respectful communication skills—both written and verbal—including comfort making phone calls and liaising with external stakeholders.
• Demonstrated administrative experience, such as scheduling, note-taking, data entry, and inbox management.
• Experience with digital tools such as Google Workspace, Microsoft Office, and CRM or project management software (Salesforce experience is an asset).
• Willingness to support in-person logistics and material transport (valid Ontario G driver’s license is a strong asset, vehicle not required).
• Comfortable working in a hybrid role (remote + on-site), and capable of lifting up to 50 lbs and working in varied environments (e.g., indoors, outdoors, storage areas).

Nice-to-Haves:

• Familiarity with social media, email marketing tools, or light graphic design (e.g., Canva, Mailchimp).
• Experience working or volunteering in community arts, nonprofit, or event-based settings.
• Cultural responsiveness and interest in equity-informed practices when working with diverse artists, partners, and communities.
• Basic understanding of health & safety principles in public or community settings.
• First Aid/CPR certification (or willingness to obtain).

COMPENSATION & CULTURE

Salary Range: $22/hour, part-time schedule of 18 hours per week with opportunity for seasonal (May - August) full-time hours for those who meet Canada Summer Jobs wage subsidy requirements.

Selected Benefits Include:

• Paid professional development time and financial support for training to enable role growth potential.
• Flexible hybrid work model, flexible working arrangements, and supportive onboarding culture

OUR ORGANIZATIONAL CULTURE

STEPS envisions a world where artists and communities co-create meaningful, welcoming, and safe public spaces. We are a registered charity that engages and empowers artists and communities to transform public spaces into vibrant places. At STEPS, we value:

• Equity – Building an inclusive workplace and public arts sector
• Commitment – Holding ourselves to high professional standards and meaningful work
• Collaboration – Building long-term relationships through trust and co-creation
• Inspiration – Supporting creativity and experimentation at all levels of work
• Community Impact – Centering people and place in everything we do

Our team is composed of high-performing, creative professionals committed to building more equitable cities through art. For more about our work culture and benefits, visit:
👉 https://stepspublicart.org/about/careers/

APPLICATION PROCESS

We welcome applications from all qualified candidates legally able to work in Canada. We strongly encourage applications from equity-deserving communities, including, but not limited to, those who identify as: Indigenous (First Nations, Inuit, and Métis), Black, person of colour, newcomer, Disabled, and/or LGBTQQIP2SAA+.

If you require accommodation at any stage of the hiring process, please indicate your needs in the application portal.

👉 Apply via our online portal by Monday, March 2, 2026, at 12:00 PM (NOON) Eastern Time.
Applications will not be accepted by email.

Only shortlisted candidates will be contacted. Interviews will be conducted via video conferencing. We expect first-round interviews tentatively scheduled for Tuesday March 10th & Wednesday March 11th, 2026 with possible second interviews tentatively scheduled to be Tuesday March 17th.

AI will not be used as part of the selection process. Applicants must disclose any use of AI in the development of their application materials or the interview process.

Anticipated Start Date: Monday, April 13, 2026