Meeting and Motions Coordinator

2 weeks ago

Burnaby, Canada IATSE Local 891 Full time

**Job description**

IATSE Local 891 is a labour organization representing over 9,000 professional artists and technicians working in nineteen (19) different departments in the British Columbia and Yukon film industry. The skills, professionalism and world class reputation of IATSE Local 891’s members attract film and television producers from across the globe.

We are seeking a Regular Permanent Full-Time Meeting and Minutes Coordinator to join our Administration Team.

**Primary Function**:
Working under the direction and supervision of the Assistant Manager of Administration up to the President’s office, the primary role of this position will be to undertake the general administration and coordination of related events, meetings, and resulting motions—outcomes as directed.

**Duties and Responsibilities**:

- Task management abilities to create, prioritize, delegate, and monitor tasks to ensure they are completed within deadlines.
- Administer by organizing, planning, and coordinating meetings as directed, including General Membership meetings, Executive Committee meetings, Executive Board meetings, Committee meetings, and Departmental meetings.
- Schedule and set up meetings to be held in person, virtually, or in a hybrid manner.
- Assists and/or trains hosts of meetings on how to run virtual or hybrid meetings.
- Arrange for meeting moderators and required equipment setup when necessary.
- Gather and prepare meeting agendas and related items as required.
- Format minutes appropriately on IATSE 891 templates if not already done.
- May assist with finalizing Executive and Committee minutes.
- Distribute minutes as directed.
- Enter all approved motions into an approved motion database and track all motions and resulting actionable items.
- Prepares motion logs to go to various bodies or back to originating bodies as directed.
- Research past activities and motions of the member bodies as directed.
- Performs other tasks and duties as assigned.

**Qualifications**:

- Minimum grade 12 education and completion of a certificate program in business administration or relevant post-secondary studies.
- 1-2 years of related experience
- Minimum two years of successful administrative experience.
- Working knowledge of various virtual meeting platforms such as Zoom, Microsoft Teams, Ring Central, etc.
- Demonstrated successful experience creating agendas, managing virtual meetings, and writing professional minutes.
- Able to work quickly and problem-solve in a fast-paced environment.
- Superior organizational and time management skills and the ability to meet deadlines are all crucial.
- Capable of managing data and information with confidentiality and sensitivity.
- Proficient and detailed understanding of Microsoft Office Suite and Adobe Pro.
- Demonstrated practical communication skills, including exceptional verbal, written, and proofreading skills.
- Ability to follow privacy standards to maintain confidentiality.
- Understands principles of good customer and member service.
- Excellent interpersonal, communication, and diplomacy skills are essential.
- Works well in a team environment as well as independently.
- Knowledge or experience with Union Committee structures or an organization with substantially similar structures.

Testing may be administered to corroborate skills and qualifications. This is a Unifor bargaining unit position.

Pay: $35.27 per hour

Expected hours: 40 per week

**Benefits**:

- Casual dress
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- On-site parking
- Paid time off
- RRSP match
- Vision care

Schedule:

- 8 hour shift
- Monday to Friday

Work Location: In person

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