Administrative Assistant

2 weeks ago


Edmonton, Canada BUKSA Strategic Conference Services Full time

**ABOUT US**

For over 25 years, BUKSA / Conferences + Associations has served associations, universities, governments, regulatory agencies, and corporations delivering best-in-class experiences to our clients and their stakeholders. We have worked in all of Canada’s major centres and loads of small cities and towns, and we are proudly 100% Canadian owned. The BUKSA Association Management team are professionals driven to provide strategy-minded leadership to elevate association administration and better serve members and stakeholders.

**ABOUT THE POSITION**

The Association Administrative Assistant (AA) reports to the Director of Strategic Initiatives who leads BUKSA’s association portfolio. The mission of the AA is to support our Association Management portfolio by handling the day-to-day affairs of several different not-for-profit associations based in Alberta and across Canada. This is a part-time position with some flexibility around the hours of work.

Association administration, including answering member inquiries, coordinating logístical details and association initiatives such as awards programs, maintaining the association’s membership database, creating meeting/association materials, and providing on-site meeting and board meeting support are key responsibilities of the AA. The AA will also support events and conferences hosted by the Associations we manage, assisting with venue coordination, registration inquiries, virtual platform and venue set-up, speaker support, and on-site technical assistance.

Administrative experience is required, and previous experience with associations, events, and conferences will be a strong asset in this role. The AA enjoys working in teams, has excellent communication skills with a customer service focus, and thrives in a fast‐paced environment where many activities need to be coordinated simultaneously. Location in Edmonton is an asset, but the position is open to remote work from home within Canada.

**ACCOUNTABILITIES**

**Administrative Support**
- Effective and professional communication, both verbal and written
- Prepare correspondence and schedule meetings in support of Association Manager
- Manage files and input data, adhering to Association file management protocols
- Coordinate purchase of Association-related supplies
- Understand and follow established Association timelines

**Membership & Customer Service**
- Provide Association membership support including responding to general inquiries
- Answer membership billing and access requests
- Generate regular membership reporting
- Prepare, collate, and distribute membership surveys and program evaluations

**Board, Committee, AGM & Other Meeting Support**
- Coordinate Committee Meetings, Board Meetings, and Annual General Meetings (AGMs) - send calendar invites, setup online meetings, and/or coordinate logistics for on-site meetings
- Prepare meeting materials, including agendas, minutes, slides, and reports
- Support the Association Manager during meetings by taking minutes, assisting with meeting technology, and/or coordinating member sign-in and participation
- Following meetings, issue approved minutes, Certificates of Participation, or other documentation required
- Client hosting
- Manage Customer Satisfaction submissions and track results
- Other duties as may be assigned
- Support membership promotions and engagement
- Build reports and manage mailing lists
- Coordinating, preparing, and printing badges and delegate packages
- Organizing supply boxes and shipping
- Execute events on-site, travel to event destination, and prepare materials, equipment and schedules.
- Other duties as may be assigned.
- Draft correspondence
- Prepare and distribute promotional materials
- Research background information
- Other duties as may be assigned.

**Sponsors & Finances**
- Assist Association financial management by procuring invoices, collecting receipts, mailing cheques for signature, and following internal financial process
- Support Association sponsorship by conducting sales follow‐up, developing and maintaining sponsor lists, and ensuring fulfillment of benefits

**Association Promotions & Marketing**
- Draft promotional copy including member newsletters, social media postings,and other collateral
- Work with designers and printers, in support of Association marketing and promotional needs
- Regularly review and update Association website content

**Awards & Funding Programs**
- Support coordination and execution of award ceremonies (slides, photography, presenters and awards/certificates)

**SKILLS AND OTHER REQUIREMENTS**
- Undergraduate Degree or two-year Diploma from an accredited institution.
- 3+ years administrative or coordination experience
- Experience organizing events considered an asset.
- Driver’s license and own vehicle required.
- French speaking and writing abilities considered an asset.
- Ability to actively and consistently represent BUKSA’s values and goals.
- Experien



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