Department Administrator

2 weeks ago

Edmonton, Alberta, Canada Explore Edmonton Corporation Full time

About Us:

We are Edmonton's Destination Management and Marketing Organization (DMMO). We also manage two of Edmonton's award-winning venues, the Edmonton Convention Centre and the Edmonton EXPO Centre.

We help tell Edmonton's story, elevate the Edmonton experience, and drive inbound visitation and economic impact in the visitor economy.


Working together in a one-team approach aligned by our core values, Explore Edmonton's business units' market and sell Edmonton as a year-round destination to visit, work, and play in while also developing products and experiences that have a uniquely Edmonton flavour.

And by incorporating the management of the city's two award-winning venues into Explore Edmonton, we are uniquely positioned to attract major events, meetings, and conventions to our city, generating greater economic impact.

While Explore Edmonton's mandate is focused on generating inbound visitation, what we do and how we do it also enhances and amplifies the quality of life for Edmontonians.

The people who live here are our greatest ambassadors, so making it easier for them to love our city makes it easier for us to sell it.


About Community Initiatives & Agriculture:


The Community Initiatives and Agriculture (CIA) team is the arm of Explore Edmonton Corporation that stewards legacy events like K-Days and Farmfair International.

We are also a team of urban agriculture experts and enthusiasts that continue to make an impact with projects and programs geared to agriculture education, community partnerships, and sustainability.


There is no better example of our work in the community to connect people to food and farming within the city limits than at the Explore Edmonton Urban Farm, and no better way to show our commitment to the quality of life of Edmontonians than through the events that our team of Community Volunteers support not just for Explore Edmonton, but for our attraction's partners all around Edmonton, every year.


And, for good measure, we always throw in a healthy dose of entertainment like the new Edmonton Pro Rodeo, the last stop on the road to the Canadian Finals Rodeo.


About the Position:


Reporting to the Director, Fair, the
Department Administrator, functions across all three CIA Business Units, Fair, Farmfair International & Sponsorship, and Strategic Programs & Initiatives.

The Departmental Administrator will be a key organizational enabler, creating efficiencies, consistencies, and service delivery within the portfolio and with other key portfolio partners.


This role will also support the implementation and utilization of systems and tools to provide support improved communication, team efficiency, and internal and external collaboration.


  • Effectively maximizing and managing the Directors calendars including coordinating meetings, speaking engagements, events, etc.
  • Prepare monthly expense reports and ensure accurate invoice coding.
  • Coordinate travel schedules and logistics as required.
  • Coordinate speaking engagement logistics including the formatting of presentations, AV requirements, handouts, virtual meetings and any other logistics.
  • Draft business unit monthly and quarterly reports as required. This may include preparing quarterly sponsorship progress reports, aged receivable reports, etc.
  • Take minutes at various meetings including committee meetings as required.
  • Assist directors with ordering IT (Information Technologies) requirements (laptops, monitors, keyboards, etc.) when new recruits or contractors are hired.
  • Support the directors in managing, implementing, and actualizing the annual business plans ensuring that deadlines are met.
  • Support the CIA team members with administrative duties and project work to help achieve business plan goals.
  • Support the CIA Monthly Meeting committee and others with any offsite food orders for special meetings or occasions.
  • Recommend and work with the team to implement filing best practices and help keep the CIA filing system orderly.
  • Compile information for the CIA directors and prepare quarterly reports for the VP Business Development, Venues and CIA, for any board or shareholder meetings.
  • Track CIA portfolio and business units KPI's (Key Performance Indicators)
  • Prepare and submit RFPs for the Host Hotel Programs for K-Days, Farmfair International and Edmonton Pro Rodeo
  • Manage all hotel contracts and booking for the events.
  • Support the development and submission of other RFPs.
  • Support with administrative jobs for the CIA events
  • Support the contracted grant writer and research other possible grants that could support the CIA portfolio.
  • File administrative financial records and ensure all electronic data and files are properly safeguarded.
  • Implement relevant internal policies and procedures.
  • Maintain a sufficient inventory of supplies.
  • After invoices have been sent, maintain the invoicing process ensuring payments are received on time, reissuing invoices when required an

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