Change Conference Events Administrative Assistant

4 weeks ago

Ontario, Canada Youth for Christ Canada Full time

Are you looking for an opportunity to use your organizational and time management skills to serve the youth of Canada? Do you desire to be part of an amazing ministry team? Look no further

Role Description:

At Change Conference under YFC Canada, our vision is for every youth in Canada to hear, respond and live out the message of Jesus in their lives. We currently serve every province and territory in Canada and engage with over 15k youth and youth leaders. The Events Administrative Assistant will assist in all aspects associated with the execution, organization, communication, and administration of all 4 Change Conference events (3 In Person and 1 Online). This role will communicate with vendors, donors, internal departments, and youth leaders. They will have excellent record keeping skills and will be responsible for maintaining a high level of customer service in all relationships. The Events Administrative Assistant will have excellent attention to detail, organizational and time management skills along with exceptional written and verbal communication. They will be both dependable to accomplish tasks and flexible to adapt to change. 

SPIRITUAL AND PERSONAL DEVELOPMENT

  • Is a faithful and a contributing member of a local church. 
  • Prays for and with the YFC Canada Team. 
  • Spends time in spiritual reflection and development.
  • Take bi-annual spiritual retreat at Honeymoon Bay Retreat Centre or another retreat centre.
  • Completion of the YFC Canada Credentialing process within 2 years of start date.
  • Attend YFC Regional and National conferences if request by supervisor. 
  • Participate in training and development courses, as approved by supervisor.

ASSIST WITH EVENTS

  • As needed, assist with the organization, payment, administration, and tracking of guest & artist bookings.
  • Provide marketing support to Operations Manager in various other aspects of in person events including calling campaigns.
  • Assist with venue coordination, organization, and liaising. 
  • Responsible for mapping out locations and site information including room and building capacities, insurance requirements, cleaning, and all general venue-related inquiries.
  • Assist with volunteer recruitment on behalf of the Change Conference team, ensuring that we have volunteer support needed for events and filming days.
  • Assist with booking all flights and hotels and transportation for guests and staff.
  • Booking all catering and arranged meals for the events.
  • Provide administrative support for the Lead Program through the organization of applicants and all communication, customer service pertaining to. 
  • Assist team with post event wrap up: thank you's, event debrief, and communications.

ASSISTANCE WITH YEAR-ROUND TASKS AND RESPONSIBILITIES

  • Assist Events Director with tracking all incoming and outgoing funds and budgeting, tracking that all vendors have been paid and communicating with the finance team on behalf of the Change Conference department.
  • Work with Operations Manager to reconcile Change Conference credit card, providing timely reports to the Finance Manager.
  • Provide Events Team ongoing administrative support in record keeping, contracts and internal documents.
  • Provide support in marketing, communications, calling campaigns, and customer service as needed.
  • Attend at least 3 external events on behalf of Change Conference annually.
  • Participation in monthly team meetings and weekly one on one meetings.
  • Provide assistance at year-round events including but not limited to youth leader pre-events and National Watch Party.
  • Attend all Change Conference events.
  • Organize and manage inventory, set up and record keeping for online merchandise store as needed.

PARTNER DEVELOPMENT

  • Partnership Development – which includes securing and maintaining a sound base of financial & prayer partners to a level sufficient to fund the salary and immediate costs of this position.
  • Build a base of prayer partners and keep them updated through regular communication and prayer requests. Encourage prayer partners to pray for youth in Canada and globally.
  • Contribute to the overall fundraising for Change Conference – sponsors, businesses, individual supporters etc.
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