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Meeting Coordinator

4 months ago

Victoria, Canada Victoria West Communty Centre Full time

**Summary of Position**:
The Meeting Coordinator provides administrative assistance to the board and board committees and is responsible for attending scheduled meetings in person (currently by zoom) and taking thorough minutes on your personal laptop for the Board meetings and CALUC meetings. Board meetings are in the evening on the last Tuesday of the month and CALUC meetings are ad hoc usually taking place once per month.

**Background**:
The Victoria West Community Association (VWCA) is a non-profit community group that promotes the interests of the residents of the Victoria West neighbourhood. This is accomplished mainly through the many hours of volunteer work by its membership, the community and funding support from the City of Victoria.

The VWCA supports various committees and projects, including Land Use, Projects and Events, Parks and Environment, Food Security, Governance, Community Centre, Harbour, Transportation and Communications.

**Job Duties and Responsibilities**:
**Assists with the preparation, coordination and administrative duties of the VWCA Board of Directors.**
- Collates board agenda package for distribution to members.
- Assists in the facilitation of board meetings and provide tech support when needed.
- Accurately records business at director’s meetings and transcribes for board approval.
- Uploads board and committee meeting minutes to the VWCA website.
- Manage the VWCA Membership database.
- Creates and distributes messages to membership as required.
- Coordinates the VWCA Annual General Meeting
- Collates VWCA annual report.
- Ensure City staff and other guests receive the meeting invitation.
- Maintains professional relationships with members and other key stakeholders.

**Assists with the preparation, coordination and administrative duties of the VWCA Land Use Committee**
- Assist the chair in coordinating meeting dates with applicants and the land use committee.
- Coordinate meeting details for distribution to members.
- Coordinate with other members of staff to ensure details are on social media/the website
- Send calendar invites for meeting dates to the committee members
- Assists in the facilitation of board meetings and provide tech support when needed.
- Summarizing questions asked by meeting attendees to help ensure the meetings run smoothly.
- Accurately records business at CALUC meetings and transcribes for committee approval.
- Help review and edit letters to applicants, Mayor, and Council.
- Assist in answering questions from community members and applicants.

**Administrative duties**
- Organize and maintain records and reports.
- Creates and distributes messages to membership as required.

**Examples of Work Assigned**:

- Attend VWCA Board and Committee meetings, and prepare meeting minutes.
- Prepare agenda packages and ensure it is received by members of the Association.
- Identify, initiate, and deepen relationships with various community partners/stakeholders.
- Maintain the VWCA membership database.
- Work with Developers and other Land use applicants to conduct community consultation meetings.
- Supports other projects and assignments as directed.

**Required Education, Skills and Qualifications**
- Diploma or Degree in English, Business, Urban Planning, Development or related field.
- Demonstrated ability to work within a community setting with diverse populations, including community groups, government, professional staff, and volunteers.
- Clear Criminal Record check; First Aid and CPR certifications.
- Excellent computer skills, including proficiency in Microsoft Office suite.
- Familiarity working within a non-profit organization.
- Ability to work independently, with mínimal oversight.
- Ability to perform moderate physical labour.
- Flexibility and enthusiasm.
- Excellent command of the English language including comprehension, outstanding grammar and vocabulary skills with attention to detail and a high level of accuracy in written work.
- Maintains a high level of integrity and dependability with a strong sense of urgency and results orientation.

**Disclaimer Clause**

The above statements are intended to describe the general nature and level of the work being performed by the employee assigned to this position. There is no exhaustive list of all duties and responsibilities, knowledge, skills, abilities, physical job demands and working conditions associated with this position.

**Tell us about yourself**

Send us your resume and cover letter, highlighting your relevant experience and why you are a good fit for this position **A 300 to 400-word cover letter is required**.
The position will remain open until filled.

**Job Type**: Casual

**Salary**: $21.00 per hour

**Benefits**:

- Casual dress

Schedule:

- Day shift
- Evening shift
- Night shift

Ability to commute/relocate:

- Victoria, BC: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

**Experience**:

- Administ