Our client is looking for a proactive professional to join their team.
What Your Impact Will Be
The position includes administration, communications & events work.
The position plays an integral role in executing critical aspects of the office in a timely and professional manner. Reporting to the Senior Vice President of Public Affairs & Communications, this role works as a central hub between the administration, membership services, and communications & events teams. This role also liaises closely with the E.A. to the President & CEO, Controller, and the other communications and events team members.
The position is exposed to many opportunities – the networking one being huge. There are also many opportunities for personal growth & learning.
Where is it based?
Vancouver, BC
Responsibilities
Office Administration:
Responsible for switchboard, receiving guests attending meetings, general reception duties, and maintaining reception cleanliness
Responsible for upholding COVID-19 office protocols, and cleaning common area surfaces and handles twice a day
Responsible for mailroom, kitchen, boardrooms and common area maintenance and cleanliness, including loading and unloading dishwashers
Manage the common meeting space bookings and calendar
Responsible for inventory of all office supplies and proving a list of needed office supplies/providing to E.A. of the President for ordering
Ensure daily that office equipment, photocopiers, shredder, etc. are maintained, stocked, or emptied
Manage incoming and outgoing mail, including coordination of couriers
Assist the Controller with cheque deposits as required
Act as tenant/floor warden
Back up the E.A. of the President and the E.A. of the EVP with any additional duties as required
Ensure that vacation is mutually agreed upon/coordinated with the E.A. of the President so that coverage is maintained.
Other duties as assigned/required
Member Services and Records:
Proactively maintain accurate member records, various distribution lists, contacts, and organizations for mailings, emails, events, invoicing, and other event and special notifications as required
Update changes
Maintain and keep up to date all member logos and pictorial stocks for use in our lobby T.V. systems and other materials.
Updating member logos and photo slide shows on monitors in the reception area
Complete membership onboarding and resignation checklist
Including updating the website, creating member files with the logo in OneDrive, and updating the social media following list.
Responsible for triaging and responding to inquiries
Manage opt-out protocols in CRM, and follow up with bounced emails
Maintain and update the brochure
Event & Communications (Overview)
Set up/clean-up/sanitization all meetings in the Boardrooms, including rearranging table setup, following COVID food and beverage protocols, responsible for ordering catering for meetings as necessary
Responsible for creating and managing virtual and hybrid meetings on Microsoft Teams as required
Assist with coordinating off-site meetings and conferences, including catering, producing meeting materials (place cards, handouts, name badges, etc.), RSVP management, registration, hiring external event staff (if necessary)
Contribute to the Annual Report layout for the yearly meeting
Responsible for the monthly tracking of social media and newsletter sign-up statistics
Support special projects as required
Support with the website, social media, contact list management, and images
Update the Content and Activity Calendar weekly with upcoming events, special days of observances, publications, staff presentations, appearances, etc.
Drafting communications as required
Maintain ongoing content for President’s Reports
Document proof-reading
Manage distribution of annual membership renewals
Database maintenance and stakeholder lists:
Maintaining government and stakeholder communications lists
Update necessary communication bounce backs
Create and maintain contact lists in the CRM and Constant Contact
Add newsletter sign-ups to the stakeholder communications list, government contact list, or CRM as appropriate
Must Haves
· Previous experience as an administrative assistant
· Previous experience with event coordination is an asset
· Excellent written and oral communication skills
· Have a positive can-do attitude
COMPUTER SKILLS:
Asana: Calendar and activity tracking
Word: Mail merges regularly
Excel: Manage all event registration details and manage contact lists from and outside the CRM
Microsoft Dynamics 365: Managing the CRM and creating event attendee lists based on specific criteria
PowerPoint: Designing social media graphics, and various marketing materials such as presentations, etc.
InDesign: Updating/designing brochures and reports, social media graphics, and various marketing
materials, event signage, seating charts, etc.
Illustrator: Updating graphics, changing file types, and creating graphics for publications
Outlook: Send mass emails regularly, update and manage calendar entries for Boardrooms and Editorial Calendar, send mass calendar invites as required
Constant Contact: Use daily to manage marketing lists, attendees, and event invitations
Eventbrite: Manage paid events including ticket sales and attendees
Microsoft Teams: Managing video conferences for online events, acting as I.T. support for staff and event participants
Zoom (secondary video conference app): Managing video conferences as a host as required
LinkedIn, Twitter, and Facebook: Track social media followers and posts
YouTube: Organize content and update video descriptions
What do they offer?
A salary base of $50,000 per year.
There is the potential for a Performance Bonus up to 10% of the annual base; 2023 salary ($5,000.00 gross to be paid out in the 2024 year).
Other benefits included:
· Vacation - 3 weeks to start – prorated if necessary
· Closed at over Christmas – roughly 10 days paid & not counted towards annual vacation
· Extended medical/dental inclusive of medical travel benefit
· Health spending account
· Fitness benefit
· Transit pass – 50% subsidy
· Maternity leave top up
· RRSP contributions
· Casual Fridays
· Employee recognition program
· Annual cost of living raise – depending on the performance of the organization
· Bonus plan program – based on yearly KPIs – set by the employee and their direct supervisor/manager
· Stat holidays per year (*13 – at the discretion of the President & CEO)
· Overtime – Time off in lieu of
· Hours: Monday – Friday – 8:30 – 4:30 PM
Is this you?
Please send your resume to jobs@expertrecruiters.com and consultant@expertrecruiters.com or apply online @ https://expertrecruiters.secure.force.com/ExpertRecruiters with your resume and cover letter to the attention of Darcia Bower, Managing Director, if you have already met a member of our team and are interested in this opportunity please call or email us asap
