Administrative Support and Event Organizer

4 weeks ago

Yellowknife, Northwest Territories, Canada NWT Literacy Council Full time

Position Overview

The Office and Event Coordination Specialist plays a crucial role in maintaining the smooth operation of the NWT Literacy Council's headquarters. This position is dedicated to delivering precise administrative assistance to the Executive Director, Program Director, Board of Directors, and other staff members as needed. Acting as the primary contact for the NWT Literacy Council, the Specialist contributes significantly to fostering a positive image of the organization.

Work Environment

This is a full-time office role, operating within standard business hours from Monday to Friday.

Key Responsibilities

Meeting and Workshop Coordination

- Organizes all logistical aspects for Board meetings 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 team meetings, accurately documenting the Minutes and distributing Action Items for follow-up.

- Prepares facilities and meeting rooms, catering, participant travel, and accommodation for all training sessions and workshops.

- Develops registration forms in the database and confirms participation with attendees.

- Procures, organizes, and assembles all necessary workshop supplies and materials.

- Provides ongoing administrative support for special events, ensuring all details are meticulously managed.

- Monitors contract anniversary dates and informs the leadership team promptly.

- Offers proofreading and feedback on various publications and correspondence.

Administrative Operations

Correspondence & Documentation

- Drafts, revises, and distributes annual contract letters, including business contracts and staff renewal letters.

- Manages the flow of incoming and outgoing mail and courier services.

- Assembles and sends out bi-annual literacy packages.

- Distributes the Annual Report on behalf of the Board.

- Coordinates the printing and distribution of the organization's newsletter and weekly updates.

Membership Management

- Maintains accurate records in the NWT Literacy Council's membership database.

- Processes membership applications and renewals, issuing receipts and confirmations.

- Tracks membership anniversary dates, ensuring timely notifications.

Office Management

- Develops and oversees electronic and printed team calendars.

- Manages reminders and deadlines for staff projects.

- Maintains an inventory tracking system for office supplies, ensuring adequate stock levels.

- Cultivates relationships with service providers to ensure a clean and secure office environment.

Qualifications

- Proven administrative skills, including record-keeping, correspondence, and document management. - Strong organizational and time management abilities to effectively coordinate projects. - Proficiency in Microsoft Office Suite and other relevant tools. - Excellent communication skills, both written and verbal. - Ability to build and maintain positive relationships with diverse individuals and groups. - High level of integrity and discretion in handling confidential information. - Self-motivated and capable of managing multiple projects simultaneously.

Education and Experience

- A diploma or degree in administration or management, along with a minimum of 5 years of relevant experience. - Experience providing comprehensive administrative support in a community-focused environment. - Proven ability to work effectively with various stakeholders, including individuals, organizations, and government entities.

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