Administrative Clerk, Fair

2 months ago

Vancouver, Canada Pacific National Exhibition Full time

**Job Description**:
**Part-time; Permanent**

(2-3 days per week from January to March

3 days per week from April to early-June & October to November

4 days per week from mid-June to September & December)

**Wage & Paygrade: $27.28/hr plus 10% in lieu of Benefits and Vacation**

**Date Posted: November 5, 2024**

**Who we are**

The Pacific National Exhibition is an iconic institution in BC, famous for bringing generations of people together to celebrate and build memories. This 114-year-old, non-profit organization has an annual operating budget of over $70 million dollars and generates revenue through four activity streams: the 15-day annual summer Fair and winter Fair which average more than 700,000 people annually, Playland amusement park which welcomes 400,000 guests annually including Fright Nights, and a busy year-round portfolio of events including concerts, trade shows and film, cultural and community events. In total we bring over 2 million people through the site each year. The fourth activity stream is park care and facility maintenance. The PNE is proud of the work it does at Hastings Park and has a vibrant team that is passionate about events, guest experience and delivering memorable experiences.

At the PNE, we strive to create an environment that reflects our organization’s core values: Enthusiasm, Excellence and Evolution. With a focus on these core values, we are committed to achieving our mission which is to “Deliver Memorable Experiences” for all who interact with the PNE whether it is our guests, our employees, or the community.

We are seeking an organized and hardworking individual that has a passion for Administration, the Events industry and the PNE. The Administrative Clerk will work under the direction of the Manager, Fair and Festival Operations and provide general administrative support for our Fair and Festival Operations department.

**Why join our Team?**
- Exhilarating and fun-loving culture
- Flexible work environment
- Opportunity for free or discounted tickets to shows, events, sports games, and much more
- Staff discounts for Playland, The Fair, and Fright Nights, as well as all PNE Food Stands
- Competitive compensation package
- Opportunity to create lasting memories and friendships

**What will you do this year?**

In your role as a **Administrative Clerk, Fair & Festival Operations** your primary accountabilities will be to:

- Provide general administrative support for the Fair and Festival Operations department.
- Provide administrative services to the department including word-processing, spreadsheets, filing, record keeping, data entry and mail distribution.
- Track Exhibit Space mailbox to capture important information and communicate effectively with vendors
- Assist in collecting and verifying external vendor information for purposes of Exhibit Space contracts for the PNE Fair and PNE Winter Fair
- Create and maintain excel databases as directed.
- Arrange material and prepare reports in appropriate formats and methods of presentation.
- Take, transcribe, and distribute minutes of meetings as directed.
- Prepare and send invoices for External Vendor contracts, coordinate payment and department journaling for service vendor invoices.
- Oversee the contracting process by issuing and tracking vendor agreements, ensuring accurate completion and timely compliance with all requirements.
- Prepare and update the vendor portal page, ensuring information is current and accessible for all vendors, including guidelines, schedules, and important updates.
- Ensures common areas are maintained including office equipment and supplies.
- Maintains a safe and clean environment.
- Performs other related duties as assigned.

**What else?**
- Must have successful completion of Grade 12, or an equivalent combination of education and experience.
- Post-secondary course work in office, computer and purchasing skills are considered an asset.
- Must have 2-3 years of work experience within an administrative capacity and/or reception and office services.
- Must have strong customer service skills and a pleasant manner for assisting clients on the phone and in person.
- Must have a keen attention to detail with strong written and verbal communication skills
- Must be capable of understanding and executing written and oral instructions in English.
- Ability to function with some independence and under pressure; and ability to meet multiple service demands at the same time.
- Ability to deal with confidential matters and use discretion.
- Flexibility to easily accept changing priorities and tasks as delegated.
- Must be able and willing to work four days/week from June to September & month of December with a start time as early as 8:00 am; and flexibility to work various shifts (evenings, weekends, and holidays) depending on operational needs.

**Who are you?**
- Organized
- Methodical
- Proactive
- Skillful communicator
- Critical thinker
- Committed to striving for excellence

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