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Office and Event Coordination Specialist
3 months ago
Position Overview
The Office and Event Coordination Specialist plays a crucial role in maintaining the operational efficiency of the NWT Literacy Council's central office. This position is dedicated to delivering precise administrative assistance to the Executive Director, Program Director, Board of Directors, and staff as needed. Acting as the primary contact for the NWT Literacy Council, the Office and Event Coordination Specialist is instrumental in fostering a positive perception of the organization.
Work Environment
This is a full-time office role, with standard working hours from Monday to Friday.
Key Responsibilities
Meeting and Workshop Coordination- Organizes all logistical aspects for Board and Annual General Meetings, including travel arrangements, accommodations, catering, and additional support as necessary.
- Compiles and disseminates materials to the Board, membership, and other stakeholders.
- Schedules and coordinates all team meetings, accurately records minutes, and distributes action items for follow-up.
- Prepares facilities and meeting spaces, catering, participant travel, and accommodation for all training sessions and workshops.
- Develops registration forms in the database and confirms participation with attendees.
- Purchases and organizes all necessary supplies and materials for workshops.
- Provides ongoing administrative support for special events such as literacy awareness initiatives.
- Monitors contract anniversary dates and notifies the leadership team accordingly.
- Proofreads and provides feedback on various publications and correspondence.
Administrative Duties- Drafts, updates, and issues annual contract letters, including business agreements and staff renewal letters.
- Manages incoming and outgoing mail and courier services.
- Assembles and distributes bi-annual literacy packages.
- Facilitates the distribution of the Annual Report on behalf of the Board of Directors.
- Coordinates the printing and distribution of the organization's newsletter and weekly e-news to a dedicated audience.
Membership Management- Maintains current information in the NWT Literacy Council's membership database.
- Processes membership applications and renewals, issuing receipts and confirmations.
- Tracks membership anniversary dates.
Office Operations- Develops and manages electronic and printed team calendars.
- Oversees reminders, anniversary dates, and deadlines for staff.
- Maintains an inventory tracking system for office supplies and ensures adequate stock levels.
- Cultivates relationships with service providers to ensure office cleanliness and maintenance.
- Researches and recommends suppliers for office equipment to ensure efficiency and value.
Required Qualifications
- Strong administrative capabilities, including record-keeping, note-taking, and document management. - Excellent organizational and time management skills. - Proficiency in Microsoft Office Suite and research tools. - Ability to build and maintain positive relationships with diverse individuals and groups. - Strong written and verbal communication skills. - Trustworthy with the ability to handle confidential information discreetly. - Self-motivated and capable of managing multiple projects effectively.Education and Experience
- A diploma or degree in administration or management, along with a minimum of five years of relevant experience. - Proven experience providing comprehensive administrative support to leadership teams in community-focused environments. - Experience collaborating with individuals, communities, organizations, and government entities.