Administrative and Events Coordinator
2 months ago
Are you looking for a career where you can make a real difference? At the Innovation Cluster—Peterborough and the Kawarthas (ICPK), we are celebrating our twenty-year anniversary.
Innovation Cluster Peterborough and the Kawarthas (ICPK) is a nonprofit organization supporting Clean Tech, Healthcare Tech, AgriTech, and IT entrepreneurs in commercializing, scaling, and innovating their businesses.
Our vision is to propel growth and entrepreneurship across the region by establishing Peterborough and Kawartha Lakes as a Centre of Innovation. The organization is at a pivotal point in its strategic transformation, reinventing its approach to creating a bold future that aligns with its mission and the region's emerging needs and opportunities.
We support growing and mature businesses by providing dynamic programming, mentorship, workshops, advocacy, and networking opportunities that help them achieve their business goals and grow our local community, job market, and economy.
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- Provide administrative support for daily operations, including communications and office management.
- Plan, organize, and execute internal and external events, ensuring all logistics are handled effectively.
- Manage client intake processes and maintain accurate client records in CRM systems like HubSpot.
- Support the delivery of programs such as the LevelUP Accelerator and STARTup Visa Program.
- Assist with marketing efforts, including drafting communications and collaborating on event promotions.
- Organize meetings, prepare agendas and materials, and ensure a professional meeting environment.
- Maintain office supplies and equipment, ensuring a clean and organized workspace.
**Key Responsibilities**:
Administrative Support
- Maintain office supplies and equipment, ensuring office cleanliness and functionality.
- Assist with scheduling meetings, including preparing agendas, minutes, and documentation.
Event Planning and Management
- Lead the planning and execution of all Innovation Cluster events, including workshops, networking events, and board meetings.
- Coordinate event logistics, including venue booking, catering, speaker arrangements, and supporting marketing efforts.
- Develop and maintain event planning documents, timelines, and budget reports.
- Support events through onsite coordination and post-event evaluations.
Client and Program Coordination
- Update and maintain client records in HubSpot, ensuring accuracy in contact and participation data.
- Collect and process program participant data for reporting and program evaluation.
Funding and Finance Support
- Handle the submission of funding claims and management of related documents.
- Processing finance documents, ensuring compliance with funding guidelines.
Communication and Marketing Support
- Collaborate with marketing teams to develop promotional materials for programs and events.
Office and Meeting Management
- Organize and maintain the office environment, ensuring that it is well-stocked, organized, clean, and professional.
- Prepare and distribute board meeting materials and ensure the boardroom is ready for meetings.
- Ensure all equipment and supplies (e.g., coffee station, printer, shredding machine) are maintained and replenished.
**Working Style**:
- Act using principles of integrity, respect, humility, and inclusion internally and externally to advance organization’s goals and outcomes.
- Understands and accepts task assignments will be varied ranging from emptying the dishwasher to introducing speakers at workshops.
- Works cooperatively with a focus on collaboration and pitching in to achieve group goals.
- Amiable, unassuming, and approaches tasks with care for accuracy, timeliness, accountability and team dynamics.
- Reflective and thoughtful, with serious attention to clear, factual communication.
- Focused on technical aspects of the job and excels in detail-oriented work.
- Comfortable with steady, repetitive tasks and allows others to drive action when needed.
- Patient with the team’s pace and decision-making processes.
- Intensely engaged in details, process, structure, and consistent follow-through.
- Curiosity to continiually learn, build personal skills and competencies, research best practices and experiment to improve results.
- Careful in decision-making and risk-taking, cultivating expertise and know-how before acting.
**Requirements include**:
- Post-secondary education in Business Administration or a related field.
- Experience in an administrative role, preferably within a non-profit or entrepreneurial environment.
- Strong organizational skills with an ability to manage multiple tasks, ambiguity, and projects simultaneously.
- Proficient in Microsoft Office, Google Workspace, Slack, Asana, and HubSpot.
- Passion for event planning execution best practices, and reviewing event results and continuous improvement.
- Self-starter, able to work independently with limited supervision, and as a team player.
- Experience in ef
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