Administrative Coordinator

RESPONSIBILITIES

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.
• Manage and facilitating correspondence.
• Attend 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.
• Field inquiries from officials, partners, members, suppliers and other agencies.
• Foster 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, redirecting requests where appropriate; and prioritizing meetings.
• Assist in the procurement administration. Assist with posting RFPs, awards and notices on Alberta Purchasing Connection and facilitate communication with Association partners.
• Draft and maintain Standard Operating Procedures for related tasks and duties

Marketing Coordination

• Support marketing activity
• Coordinate tradeshow attendance
• Coordinate printed and promotional marketing materials

Events Planning

• Work with the event coordinator, or independently to facilitate Canoe related events depending on the scope and size of each event
• Assist with coordinating Board and Committee meetings and materials.
• At the request of the Manager of Administration, participate in special projects i.e. assist with the organization of other meetings, conventions, conferences or social events

Data

• Coordinate 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.