Joni Hamlin

Communications and Development Manager at Ottawa Arts Council
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Contact Information
us****@****om
(386) 825-5501
Location
Ottawa, Ontario, Canada, CA
Languages
  • English Full professional proficiency
  • French Elementary proficiency

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Dominic Chenier

I CANNOT SAY ENOUGH GREAT THINGS about Joni and the Hamlins. Being Swiss Army Knives with Legs, we had to fulfill and execute a multitude of roles both leading up and during the TD Ottawa Jazz Festival. You can count on Joni for anything be it - transportation, catering, signage, marketing, volunteer coordination, supplies, shuttling, commendation, bookings, inventory, a shoulder to cry on, an ear of wisdom and more. Her and her family kept me sane on multiple occasions. She leads, cheers, is decisive, responsive, logical, resourceful, devoted and reliable. :-D

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Credentials

  • Ontario unrestricted “G” class driver’s license
    Government of Ontario
    Nov, 2019
    - Oct, 2024

Experience

  • Ottawa Arts Council
    • Canada
    • Non-profit Organizations
    • 1 - 100 Employee
    • Communications and Development Manager
      • Jan 2023 - Present

      • lead the fundraising initiatives for the Council, including the development of an annual fundraising plan, sponsorship and donor acquisition, stewardship and membership growth • play a leadership role in conceptualising and coordinating community events, including professional development programming, the annual Arts Awards Presentation and annual fundraiser LUCK!; identify areas of community need and help develop programming that addresses those needs • work closely with the Executive Director, Administration and Communications staff to achieve Council goals and objectives • arrange meetings with prospects and sponsors, and help enhance the Council’s presence in the community • lead communications initiatives, including the development of communications plans aligned with major events at the Council • collaborate with the Executive Director in community engagement initiatives, events, and grant writing • work with the Council’s Communications & Administrative Assistant to ensure the donor database is updated and administrative duties (including tax receipting and bookkeeping records) are accurate and adhere to CRA regulations • engaging, making connections in the arts community - in a multitude of artistic disciplines • project management • copywriting and building marketing collateral, reports, etc. • adhering to budgets • attention to detail; organised and comfortable meeting multiple deadlines • providing regular status reports to Executive Director and Board • hosting and engaging with virtual platforms including Zoom, Google Meet and Microsoft Teams • have Google Workspace proficiency (Gmail, Google Drive, Google Docs, Google Calendar, etc.) • developing social media campaigns and utilizing various platforms for marketing and promotion Show less

  • Hamlin Events
    • Event Management
      • Nov 2022 - Jan 2023

      Short term contracts:• execute events including: performances, panels, presentations, and exhibitions• delegate tasks and manage staff and volunteers• brainstorming and implementing event plans and concepts• handling budgeting and invoicing• handling logistics• updating senior management• obtaining permits• liaising and negotiating contracts with venues, third party vendors, booking agents and artist's management• lead, supervise staff and subcontracted personnel• trouble-shooter, problem solver, onsite manager• evaluate potential risks to the events, based on venues, past experience –considering all variables (pandemic, weather, illness, staffing shortages, etc.) & create contingency plans• create safety plans & implement health & safety measures• draft & maintain show schedule; reviewed tech requirements• develop/write training manuals, policies, etc. to ensure that the vision, mission & values of the organization are upheld• create timeline & schedule to ensure event operates smoothly, deadlines met & approved budget & expenses kept on track• develop, monitor & report on progress against milestones & project timelines and post festival reporting• work as part of the creative team• work with Production, Operations and Box Office to ensure all Front of House & ticketing needs are met Show less

    • Event Coordination
      • Nov 2022 - Jan 2023

      Short term contracts:• identify the client’s requirements and expectations for each event• liaise with vendors, exhibitors, and stakeholders during the event planning process to ensure everything is in order• manage all event set-up, tear down, and follow-up processes• maintain event budgets• conduct final inspections on the day of the event to ensure everything adheres to the client’s standards• assess an event’s overall success and submit findings• supervise the setup of event site (stage, set, booths, buffets, banquets, etc.)• arrange food and beverage, order supplies• arrange audiovisual equipment• coordination and creation of invite and VIP guest list• handle all events registration duties including: payment, database updates and all relate inquiries• arrange culinary assistance, reliable table service, and efficient bartending for clients and their guests during organize events Show less

    • Communications/Marketing
      • Nov 2022 - Jan 2023

      Short term contracts:• manage branding and communication• develop marketing campaigns for various programs and events• coordinate and execute e-mail campaigns, meet deadlines, follow timelines, and ensuring uniformity of content/messaging• help develop marketing collateral that aligns with association brand standards (i.e., promotional flyers, programs, etc.)• write blog posts, social media posts, articles, and marketing and sales collateral• create e-mails, digital links, landing and splash pages• write and edit newsletters, emails, and other communications • work with staff and subject matter experts to develop relevant, meaningful content and maintain association content strategy and web standards• coordinate and execute social media campaigns and ensure alignment with overall marketing campaign and mission• develop event and tradeshow strategy and objectives, including but not limited to: identifying key events, internal team training for attendees (elevator pitch, demos, etc.), maintain pre- and post-show communication, and event attendance• manage a team• work with in-house designer to ensure event display accurately represents the brand• execute campaigns through social media include direct e-mail and Facebook• handle social media channels including posting and tracking marketing campaigns on Instagram, Facebook, Twitter and MailChimp• create and integrate PowerPoint presentations for speeches and events• arrange distribution of posters, programs and other marketing collateral• work directly with print, radio and television stations on marketing, contesting and interviews• oversee pageantry design, production & installation• writing content for grants, reports, etc.• ensure obligations to funders met, (acknowledgements, data collection & reporting) Show less

    • Volunteer Coordination
      • Nov 2022 - Jan 2023

      Short term contracts:• recruit & supervise seasonal staff, interns & volunteers to perform needed roles• schedule volunteers; maintain communications• create & oversee volunteer training program• collecting volunteer information, availability, and skills, and maintaining an up-to-date database• use marketing tools such as outreach programs, e-mails, and volunteer databases• keep new and existing volunteers informed about the organization and volunteer opportunities• match volunteers to opportunities that suit their skill sets, and ensuring they understand their responsibilities and receive the proper training• keep schedules and records of volunteers' work• preparing codes of conduct and operating procedures to uphold the organization's values Show less

    • Production Assistant
      • Nov 2022 - Jan 2023

      Short term contracts:• location/venue scouting (Ottawa, ON – local)• research vendors (catering, decorators, musicians etc.) and choose the best combination of quality and cost vendor RFP and selection• manage all project delivery elements within financial and time constraints• understand requirements for each event and ensure customer satisfaction• book venues and schedule speakers• negotiate contracts with vendors prior to closing any deals• complete final checks on day of event to ensure everything meets standards• oversee event happenings and act quickly to resolve problems• conduct pre- and post – event evaluation and report on outcome• help prepare the set with lights, props, equipment etc., as directed• assist costume designers, directors, camera people and other crew members• printing and distribution of daily paperwork (e.g. scripts, call sheets)• escort artists/VIPs around the location• conduct crowd control by putting up signs, directing pedestrians away from filming, lock down sets etc. Show less

  • Ottawa Children's Festival de la jeunesse (OCF)
    • Festival Manager
      • Oct 2019 - Nov 2022

      -produced an annual children's theatre festival-evaluated potential risks to the events, based on venues, past experience–considering all variables (pandemic, weather, illness, staffing shortages, etc.) & created contingency plans-communicated contingency plans with staff & volunteers-created safety plans & implemented health & safety measures-ensured insurance up to date to mitigate risks-drafted & updated show schedule; reviewed tech requirements-worked within approved budget & kept expenses on track-led production team-negotiated, drafted & executed contracts-worked with Ops Mgr to meet travel needs-developed/wrote training manuals, policies, etc to ensure that the vision, mission & values of the festival were upheld-helped recruit & supervise seasonal staff, interns & volunteers to perform needed roles-secured venues, permits, contracts, etc.-created timeline & work plan to ensure events operated smoothly, deadlines met & budget followed-developed, monitored & reported on progress against milestones & project timelines-worked as part of the creative team-worked with Sponsorship Manager, assisted with sponsorship, donor campaign and vendors-worked as Vol Coord to recruit & schedule 100+ volunteers-created & oversaw volunteer training program-worked with OPS Mgr & Box Office to ensure all Front of House & ticketing needs were met-worked with the MKTG Team to oversee the creation & implementation of a detailed marketing plan; kept on budget-drafted Festival program & marketing assets, working with Graphic Designer & MKTG team to complete-oversaw pageantry creation & installation-provided support with grant writing, reporting & submissions-ensured obligations to funders met, (acknowledgements, data collection & reporting)-organized & executed, Artist Dinner, Opening Night events; met VIP & guest expectations-onsite event management & troubleshooting-continued to perform School & Community Outreach Coord and Media & Marketing Coord duties Show less

    • Various Roles
      • Aug 2016 - Nov 2022

      While at OCF, I simultaneously worked for the Ottawa Jazz Festival. I wore many hats in the organization, as detailed below. Additionally, for over 6 years, I successfully kept the website up to date, supported office administration as well as performed EA tasks for the Artistic Producer (drafting letters, scheduling, travel, clerical, etc.). As I moved into each new role, I continued to be the lead in my previous roles. I created a critical path as well as created job descriptions for all roles necessary to manage the Festival. I detailed task lists for each position, supervised and trained various contract employees who moved in and out of these jobs during my time at OCF. Show less

    • Media and Marketing Coordinator
      • Oct 2018 - Sep 2019

      - social media account monitoring & updating (Facebook, Twitter, Instagram)- created & monitored media marketing campaign including advertising needs- kept record of all advertisements & media coverage- compiled list of companies to advertise in program- researched distribution dates for all community newspapers/newsletters - touched base with contacts from community newspapers/newsletters - pitched articles/contests- drafted flyer and other marketing assets- drafted articles (various sizes/letter counts) & press releases- arranged distribution of posters & programs to libraries via central library mailing- prepared list of "other" distribution locations for posters, flyers & programs (ex. Gatineau, Carleton Place)- maintained distribution list database- maintained patron list database - coordinated poster & program delivery through city (poster collars, community centres)- coordinated articles & advertisements with publications- actively sought advertisers for program book- worked with print, radio and television stations on marketing, contesting and interviews- worked with Sponsorship Manager, assisted with sponsorship, donor campaign and vendors as needed Show less

    • School and Community Outreach Coordinator
      • Aug 2016 - Oct 2018

      - found, scheduled and attended educational outreach events- kept in contact with schools/teachers through emails and newsletters- promoted and booked school and group ticket sales and coordinated payment - created and ran school promotional contests- coordinated and distributed Information to confirmed groups- coordinated Adopt-A-School program for lower income schools (free attendance)- maintained databases of contact lists (schools, boards, school councils, school board trustees, city councillors)- contacted community services, such as community centres and libraries, for craft activities throughout the year for promotional purposes (ex. March Break, spring activities)- created and implemented community contests- found, scheduled and attended community outreach events (ex. Parent & Child Expo, Kidsfest) - assisted Sponsorship Manager with sponsorship, donor campaign and vendors, as needed- sought prizes from local businesses for contests- sought Adopt-A-School sponsorship from local businesses- sought donations for other fundraising events (ex. Christmas basket raffle)- found, contracted, coordinated and provided logistical assistance to on-site activations and workshops (ex. storytellers, buskers)- coordinated school and group arrivals at Festival and provided all logistical support- coordinated and directed Artists Liaisons and artist hospitality (green room) tent- created and implemented post festival surveys Show less

  • Ottawa Jazz Festival (OJF)
    • Ottawa, Ontario, Canada
    • Various Roles
      • Aug 2016 - Nov 2022

      Simultaneously working for OCF, I wore many hats in the organization, as detailed below. Additionally, for over 6 years, I successfully supported office administration, grant writing, meeting planning, artist coordination/transportation and fundraising events as well as performed EA tasks for Executive Producer (scheduling, travel, clerical, etc.) - assisted Executive Producer with grants as requested - completed and submitted grants as directed - created and maintained grant calendar - sought government grant/funding opportunities - sought and completed non-government grant/funding opportunities - assisted with grant reporting text and documentation (all grants) - scheduled meetings and board retreats - arranged hotel accommodation and travel - organized file system - organized electronic filing (Google) - updated job descriptions - updated staff list - updated board of directors list - organized Zoom calls - distributed information to staff and board members, as required - drafted and/or formatted board meeting agendas - maintained password list - assisted accounting with copying and mailing of invoices/cheques - drafted correspondence for Executive Producer - put together board of director meeting books - ordered supplies and made copies as required - organized Board of Director Google files - coordinated summer Jazz Festival artist transportation (airport pickups, rides to hotel, sound check, performance, etc.) - maintained volunteer database - recruited, trained, and supervised new volunteers - collected volunteer information, availability, and skills, and maintained an up-to-date database - matched volunteers to opportunities that suited their skill sets, and ensured they understood their responsibilities and received the proper training - kept schedules and records of volunteers' work - coordinated volunteers onsite during Festival - assisted Sponsorship Manager as required - sought prizes from local businesses for contest Show less

  • Wine Growers Canada (formerly Canadian Vintners Association)
    • Ottawa, Ontario, Canada
    • Office Manager/Executive Assistant
      • Aug 2001 - Dec 2005

      -managed daily administrative operations of the CVA including establishing work priorities and assisted in resolving problems related to the day-to-day operations -assisted with the development and implementation of reporting procedures; oversaw maintenance of department records -reported directly to the President of the association and also to CVA Board of Directors -organized wine tastings and industry events for CVA Board, industry and government partners -provided and/or oversaw the provision of administrative assistance and support to the office principal, including problem solving, project planning and management and fiscal management -coordinated department programs, travel arrangements, special projects, meetings and/or other events, selected and facilitated delivery of wine and coordinated program/project development and planning -oversaw and provided personal computer functions such as scheduled maintenance, correspondence, and database management as well as performed all standard assistant/office manager functions Show less

  • Capelle Kane Immigration Lawyers
    • Ottawa, Ontario, Canada
    • Office Manager/Executive Assistant
      • Jun 2000 - Jul 2001

      -researched, organized and oversaw the implementation of software, systems network, workstations as well as installed, managed software in a server environment and developed training manual -created customer filing system, implemented office procedures, organized all office software, equipment licenses and made detailed notes on all areas of the job in a manual format -aided marketing efforts, researched companies and set up meetings; gave input, discussed changes and approved final copy of advertisements; assisted in re-branding -performed all administrative duties - clerical functions, banking functions, appointment taking, travel arrangements and reservations and followed up on delinquent accounts -created and implemented office organizational procedures Show less

  • Ontario Medical Association
    • Canada
    • Non-profit Organization Management
    • 200 - 300 Employee
    • Administrative Assistant – Insurance Services
      • Mar 1998 - Jul 2000

      -developed & maintained membership databases including organization of confidential member requests, prepared template letters and established follow-ups and target mailings -developed & maintained membership databases including organization of confidential member requests, prepared template letters and established follow-ups and target mailings

  • TD
    • Canada
    • Banking
    • 700 & Above Employee
    • Computer Systems Operations Technician and Trainer
      • Jan 1996 - Apr 1997

      - remote position – travelled to small branches in Ontario to set up new computer system and train branch managers on how to perform administrative duties for themselves and fill in bank documents/paperwork and online forms (eliminating need for secretaries in small branches)- arranged for own travel and accommodation- kept record of expenses and performance schedule- installed new IBM computers and printers - set up hardware and installed and configured software and drivers- created step by step training manual on how to use Word Perfect to fill in bank reporting forms- trained branch managers and other staff - troubleshooted errors and offered technical and logistical support- utilized customer service skills to create and train on various in branch scenarios- used exceptional organization and time management skills in addition to strong communication abilities Show less

    • Administrative Assistant, Customer Service Officer and Various Roles
      • Dec 1988 - Dec 1995

      - worked as switchboard operator with 50 lines- worked in steno pool and transcribed bank reports using dictaphone- took dictation and prepared correspondence- administrative assistant to 8 account managers- became bank teller- promoted to customer service department- opened new accounts, managed customer enquiries and arranged appointments with investment, loan and mortgage managers- organized safety deposit box accounts and settled or cancelled overdue accounts- worked as mortgage assistant, completing paperwork for accounts- obtained Mutual Funds license and kept stock of printed information on display Show less

Education

  • Algonquin College, School of Hospitality and Tourism
    Sommelier, Ontario College Certificate, Wine Industry
    2002 - 2004
  • Rideau High School
    High School Diploma, 12
    1983 - 1987

Community

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