Greater Vancouver Board of Trade Vancouver, BC, Canada
Apr 24, 2017Full time
About the Greater Vancouver Board of Trade For 129 years, the Greater Vancouver Board of Trade has helped shaped the communities of Lower Mainland, through helping businesses of all sizes to grow and prosper, and through the lifelong professional development of our Members. Our formal mission is “to work in the enlightened interest of our members to promote, enhance and facilitate the development of the region as a Pacific Centre for trade, commerce and travel. The Board strives to enable and empower its members to succeed, grow and prosper in the global economy.” Position Description, Events Department Assistant (Permanent Full Time) As the Events Department Assistant you will be at the forefront of one of the leading Business Associations in North America. To be successful in this position you must have excellent communication skills, be results oriented and have the demonstrated ability to effectively prioritize workflow in a fluid environment. You must be a self-starter, collaborative and be energized by a fast-paced environment. The ideal candidate for this position is customer centric and a team player with impeccable time management abilities. If this sounds like you, please read on. Duties & Responsibilities Act as a liaison between management team and internal/external clients and assist in coordination of various events and appointments Provide direct administrative support to the Events Team by assisting in the preparation of confidential correspondence, formatting reports, department planning documents, meeting minutes and correspondence, and select communication materials Work closely with the Events Team to assist with the organizing and running of events,including but not limited to: o Registration, including: setting up online registration, responding to registration inquiries, inputting or cancelling registrations, communicating event changes to registrants, sending special invitations, managing guest lists, preparing registration reports, acting as on-site registration lead at events (including setup/tear-down), liaising with the Accounting Team on registration invoicing and payment, etc. o Volunteer coordination, including: working with Events Coordinators to assess needs for respective events, scheduling and confirming volunteers, maintaining the internal volunteer database, providing volunteer training, etc. o Events logistics, including: drafting event scripts, PowerPoint presentations and managing projects for annual Forums o Event preparation, including: assembling and packing on-site event supplies, helping to load events vehicle o Managing and maintaining inventory of internal marketing material including banners and backdrops Must be willing to be fully cross-trained and perform competently in related roles, in order to provide coverage as required for other team members. Qualifications Education: Bachelor’s degree or technical school diploma, with a focus on office administration or event planning or an equivalent combination of education and experience Preferred Experience: A minimum of 1 year related full-time work experience Previous interaction with management and senior business leaders Experience in event planning and/or working for a not-for-profit is an asset Proven ability to successfully handle multiple projects and meet critical deadlines Required Skills: Knowledge of specialized and personal computer systems and databases, internet, and software applications, particularly Microsoft Office and EBMS. Strong interpersonal, problem solving, and communication skills (written and oral) Ability to work under pressure while maintaining good customer service relations with members, sponsors, and event attendees Good organizational and time-management skills Strong attention to detail High degree of confidentiality and professionalism Ability to work both independently and collaboratively Special Factors / Physical Demands The successful candidate will need to maintain flexible availability in order to accommodate a demanding schedule as events can occur during early mornings and evenings. The Board's events are high-volume activities that require careful scheduling and often involve changes due to speakers’ schedules and other considerations. Light lifting of equipment is also required. We are a tight knit team so a great sense of humour is really helpful too! Annual Compensation Range $35,000 - $38,000 + benefits If this still sounds like you, please apply by submitting a cover letter and resume to firstname.lastname@example.org no later than 9:00am PST on Friday, April 28, 2017.