Club Manager

Job Title : Club Manager

Organization :
VI Paddling Society (VIP) is a registered, non-profit paddle sports organization whose mission is to provide coaching, guidance, and support to nurture and develop paddlers at all levels of recreational and competitive paddle sports on Vancouver Island.

Overview:
Reporting directly to the Club President, the Club Manager will be responsible for key club operations at VI Paddling, including event development and management, communications, and financial/administrative support.

The club has experienced significant growth over the last two years, and this newly created position will play a key role in continuing to build on this growth. This role is best suited for someone with event management experience in the not-for-profit or sport industries who is keen to “jump in with both feet”. The successful candidate should be a highly skilled communicator comfortable networking with a variety of individuals and businesses.

Understanding that the primary focus of the position is event planning and execution, there is some flexibility in determining workload relating to additional responsibilities as outlined in the job description. This is a position we expect to grow and refine over time based on the expertise of the successful candidate.

Please note: The schedule for this position is flexible, however the successful applicant can expect to work some evenings and weekends when events are scheduled, and must be located on Vancouver Island .

Position Purpose :
The Club Manager reports directly to the President of VIP and indirectly to the Executive Board and plays a key role in event planning operations; financial administration; marketing and communication; and administrative support. This position is responsible for managing various projects, events, and programs; leading fundraising campaigns and developing associated advertising content; community outreach in both Victoria and the Comox Valley, as well as possible new locations on Vancouver Island and the Gulf Islands; and other administrative and managerial duties as assigned.

The Manager is responsible for implementing Board policy and strategic plans in a manner consistent with the mission and goals of VIP.

Competencies:
·      Leadership
·      Initiative
·      Planning, organizing, and coordinating
·      Results orientation
·      Interpersonal relationships
·      Long-term focus

Accountabilities:

Event Organization and Management:
·      Responsible for all event related information from booking to execution and dissemination of information to the Board and other key club contacts.
·      Plan and manage existing club events and serve as the main contact for participant inquiries, vendor relationship management, bookings, etc.
·      Plan, develop, and manage new club events such as festivals, member-appreciation events, training camps, etc.
·      Fill volunteer roles for club operations and various events.
·      Recruit, lead, supervise, and motivate volunteers.
·      Lead the administration of all club-organized events including volunteer management, advertising, marketing, grant applications, sponsorship, etc.

Financial Administration:
·      Develop an annual operating budget to be submitted for Board approval.
·      Responsible for budget accountability, reporting, forecasts, and spending accuracy.
·      Provide oversight for the organization and be responsible for establishing and meeting event budgets.
·      Manage and oversee financial administration duties for special events including invoicing for all special events, corporate, school, and group organized paddles, and coaching fees.
·      Ensure that all accounting procedures are followed for events including deposits, invoicing, etc.
·      Plan, lead, and execute fundraising activities and obtain sponsorships and grants where possible in order to secure funding for the club/events.

Marketing and Communications:
·      Develop and implement strategic marketing and communication plans for club-run events to expand the club’s presence in the community.
·      Establish good working relationships and cooperative arrangements with community groups and organizations.
·      Design social media content and promotional materials and post online.
·      Maximize event revenue through effective recruitment methods such as online advertising campaigns.
·      Responsible for overall development and maintenance of website including page updates and new page development.
·      Monitor VIP website and social media pages and address clients’ queries in a timely manner.

Administrative Support:
·      Provide executive support and serve as a liaison between the President and the Board, committee chairs and key stakeholders, including Dragon Boat Canada.
·      Work with President and Board members to ensure various timelines are met including for club run programs.
·      Draft various key communication documents such as thank you letters, sponsorship proposals, grant applications, press releases, etc.
·      Create process documents for key club events and projects.
·      Keep important information and documents organized.
·      Assist in the revision of policies and administrative procedures as needed.
·      Create and maintain an inventory of club assets.

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Qualifications:

Education and Experience:
·      Completion of post-secondary courses in relevant field preferred (e.g., sport administration, marketing, communication, event management, business management).
·      Experience organizing and running events required.
·      Experience with Microsoft Suite Software, including Excel, PowerPoint, and Word required.
·      Knowledge of social media creation and trends, and digital marketing planning and reporting considered an asset.
·      Experience working in the non-profit sector preferred.
·      Experience using WordPress encouraged.

Required Skills and Abilities:
·      Proficient in English language, both written and verbal.
·      Strong communication and interpersonal skills.
·      Exceptional organizational and administrative skills.
·      Must be a self-starter with strong initiative, project management, multi-tasking, and time management skills.
·      Must be able to work some weekends at various locations on Vancouver Island to attend community and club events.
·      Role may require the ability to lift or maneuver large and heavy equipment.

Licenses, Certificates, and Registrations:
·      Valid Class 5 Drivers License issued in British Columbia required.
·      First-Aid training considered an asset.
·      Food Safe and Serving It Right considered an asset.

Compensation:
The Club Manager will be compensated with a base salary of $40,000 on a one-year contract for 24 hours/week. Additional performance-based bonuses available for the right candidate. The first 90 days of your employment will be under a probationary period and a review will be scheduled to check-in to assess performance, re-confirm expectations, and share feedback at that time.

Application Details:
Please forward cover letter and resume to info@vipaddling.com by May 10, 2024.