Administration & Event Specialist

3 weeks ago


Toronto, Canada Canadian National Exhibition Full time

**Primary role**:
Reporting to the Director, Human Resources, the Administration & Event Specialist’s primary focus will be to perform a wide variety of administrative and event coordination related duties in support of the HR & Business objectives of the organization.

**Major Responsibilities**:
Corporate & Community Events
- Participate in the sourcing of programs and events for Withrow Common Gallery.
- Provide Event Coordination support to Corporate & Community events including but not limited to, event planning, onsite support, catering, AV requirements, space logistics, ticketing, etc.
- Support the Gallery Curator in the installation and deinstallation of various Exhibits.
- Support new client business relationships and maintain relationships with existing clients.
- Liaise with relevant departments as necessary.
- Support the Gallery Curator in the coordination/creation of creative related to Withrow Common’s website and social channels.
- Attend events that provide the opportunity to engage prospective business clients.

Office Administration
- Lead the efficient and smooth functioning of the day-to-day office through a range of administrative and financial tasks.
- Implement and maintain procedures/office administrative systems as required.
- Maintain vendor contracts for service, office upkeep, supplies and equipment.
- Coordinate staff equipment, distribution and ordering stationery and furniture.
- Support in the development of the annual budget for Office expenses, track monthly and provide internal controls to ensure we meet budget or find efficiencies.
- Organize meetings and company events.
- Deal with correspondence, complaints and queries related to Office Mgmt. as required.
- Participate in special projects as required.

Summer Staffing Administrative Support
- Support Summer Staffing by posting, actively screening, phone-screening, and participating in 18-day interviews when required.
- Lead in the administration of all seasonal employee contracts, including the pre-approval process, tracking, and filing.
- Coordinate the Orientation sessions for Seasonal employees.
- Administer the Excess Hours Agreements to employees and track receipt of forms.
- Provide employment verifications and draft record of employment letters for seasonal staff.
- Coordinate the Vendor Job Fair: Liaising with concessionaires, vet applicants, facilitate collection of outstanding fees on event day.
- Lead the onboarding experience for new and returning employees.
- Support employee engagement initiatives by joining the Committee and actively supporting any events and projects advocated for.
- Maintain employee Org Charts, Phone Listings, and IT group listings.

**Qualifications & Educational requirements**:

- You are reliable, enthusiastic and have a friendly disposition.
- You enjoy client facing interactions and possess excellent communication skills.
- Ability to work independently and in a collaborative environment in high stress situations.
- Strong customer service-oriented background.
- You are well organized but have the ability to pivot when client demands or needs change.
- Administratively sound with the ability to handle high volume periods.
- High degree of self motivation and focus, combined with superior organizational, planning and time management skills.
- Available to work evenings and weekends, as the need arises.
- Professional appearance and comportment.


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