Administrative Coordinator (Calgary)

Responsibilities and Activities

Administration

• Arrange and coordinate meetings, including staff meetings, committee meetings, conferences, events, which includes preparing agendas, taking minutes, coordinating logistics, and ensuring all necessary materials are available.
• Managing and facilitating correspondence.
• Attending meetings as required, take minutes, and follow up on action items.
• Provide functional direction and guidance to other administrative support staff on any items related to the leadership in accordance with established standards.
• Deals with inquiries from officials, partners, members, suppliers and other agencies.
• Fosters positive relationships by interacting with staff, board, and external stakeholders.
• Coordinate travel arrangements, including booking flights, accommodations, transportation and itineraries. Coordinates activities related to the team’s schedule; screen meeting requests, redirects requests where appropriate; and prioritizes meetings.
• Assists with annual benefits renewals

Marketing Coordination

• Supports marketing activity
• Work closely with Communication staff to ensure that the website is up to date
• Compiling and editing content for newsletters
• Coordinating tradeshow attendance
• Coordinating printed and promotional marketing materials

Events Planning

• Working with the event coordinator, or independently to facilitate Benefits or Captive related events depending on the scope and size of each event
• Assists with coordinating Board and Committee meetings.
• At the request of the Manager of Administration, participates in special projects i.e. assists with the organization of other meetings, conventions, conferences or social events

Data

• Assists with the coordination, storage and archive of files and records.
• Prepare reporting upon request
• Update and maintain member list and contact information through various means including CRM

The successful candidate will possess excellent customer service skills, be a strong team player, have attention to detail and maintain integrity in all dealings. They must be analytical, decisive and able to work independently while maintaining the parameters of assigned authority; utilizing company technology to track and expedite all transactions.