Council Relations Coordinator

3 days ago

Edmonton, Canada The Association of Professional Engineers and Geoscientists of Alberta Full time

Reporting to the Council Relations Manager, the Council Relations Coordinator is responsible for coordinating Council activities outside of the Council Cycle and day-to-day running of the Council Relations department, with EA support to the Senior Advisor & Director, Council Relations. This includes the complete planning and successful execution of the President's annual visits to APEGA's 10 Branches, providing executive support in a one-on-one working relationship, complete management of the Senior Advisor & Director, Council Relations Outlook calendar, meeting logistics, annually building the draft department budget and support in monthly financial monitoring. This role provides tactical support to the Council Relations Manager in running the annual Nominations process, Election’s process, and the AGM.

This position also provides secondary administrative support to the Registrar & CEO and Deputy Registrar and Chief Regulatory Officer as required.

**Responsibilities**:

- Leading in the coordination and execution of the President's Visits to the 10 Provincial Branches, by ensuring successful, efficient, and productive engagement opportunities with membership and external stakeholders.
- Coordinating and booking accommodation and transportation for the President, Senior Advisor & Director, Council Relations, and any ELT members that will be participating.
- Developing itineraries for all activities associated with each President’s Visit; this includes branch executive luncheons, permit holder visits and/or membership meetings, regional VIP and stakeholder meetings and the President’s dinner.
- Managing registration for each event, which includes collaborating with the Events and Member Recognition team to build invitation lists and online registration sites, coordinating with the Communications team to have events go live on the APEGA website, developing customized letters of invitation to all external invitees, monitoring registration numbers, tracking dietary needs, and responding to inquires/requests for support.
- Working with the Communications and Branch Coordinators teams to ensure the President’s speech and the MC speaking notes are prepared.
- Preparing the President, Senior Advisor & Director, Council Relations, and any ELT attendees ahead of time for each visit, which includes a pre-meeting review of the itinerary and supplemental information, and guiding participants through the entire itinerary for each President’s Visit.
- Providing onsite support to ensure the President's Dinner executes as intended, which includes room set-up, registration numbers are accurate, dietary needs are addressed, working with the catering team to ensure appropriate timing, as well as technical support for possible AV issues.
- Supporting the planning and execution of the Annual APEGA Council Election.
- Ensuring compliance, including timelines, with the EGP Act, Regulations, and Bylaws, close identified gaps with new policy or procedures.
- Supporting planning and execution of the Annual General Meeting.
- Facilitating communications between APEGA staff, external production and support teams, and head table to ensure all legislative requirements are met.
- Supporting the Senior Advisor & Director, Council Relations, including prioritizing, organizing, and scheduling of appointments and meetings, and agenda development.
- Drafting, proofreading, and editing correspondence, letters, reports, minutes, and responses to Members and stakeholders, as required.
- Attending all Council meetings to support Council and Executive staff during proceedings. This includes room set up, document support (printing etc.), overseeing the AV slideshow and requirements.
- Tracking and completing expense claims for reimbursement for all members of Council, as well as monthly Visa expense reports for the Senior Advisor & Director, Council Relations.
- Coordinating of annual budget and quarterly forecasts for the office of the Senior Advisor & Director, Council Relations by working closely with the Council Relations Manager and Senior Advisor & Director, Council Relations to capture all expected expenses and revenues.
- Supporting the Senior Advisor & Director, Council Relations in determining annual departmental goals, as well as preparing draft proposed project charters as required to achieve them.
- Providing off-cycle President and Council calendar and correspondence support by facilitating communications between the President and internal or external stakeholders, including monitoring timelines and flow of work.

Competencies, Skills & Attributes
- Competencies: Exemplifying Integrity, Fostering Communication, Results Orientation, Service Excellence, Teamwork, Adaptability, Attention to Detail, Event Management, Initiative and Problem Solving.
- The ability to work independently with minimum supervision and a high level of discretion.
- High degree of flexibility and adaptability with the ability to respond in parallel to

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