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Administrative Coordinator, Engagement
3 weeks ago
**About the Calgary Chamber**
The Calgary Chamber exists to help businesses reach their potential.
As the convenor and catalyst for a vibrant, inclusive and prosperous business community, the Chamber works to build strength and resilience among its members and position Calgary as a magnet for talent, diversification and opportunity. As an independent, non-profit, non-partisan organization founded in 1891, we build on our history to serve and advocate for businesses of all sizes, in all sectors and across the city.
The Calgary Chamber is an inclusive workplace where diversity of thought - and of people - are recognized, valued and considered essential to achieving our mission.
**Position Overview**
As an integral part of the Chamber’s success, the Administrative Coordinator, Engagement will provide comprehensive administrative support across various departments, including Membership, Business Development, Marketing, Events and Sponsorship. This role will have exceptional communication skills, be able to multitask and be able to manage tight deadlines effectively.
The Administrative Coordinator, Engagement will have proven experience in an administrative or coordination capacity, preferably within a similar environment. This role is required to function in a fast-paced environment and manage competing priorities. As a motivated self-starter, you are organized, able to chase and follow-up, and ask questions when needed.
**Key Responsibilities**
- Provide administrative support to the Vice-President, Strategic Initiatives, Partnerships and Engagement portfolio, which includes the Membership, Business Development, Marketing, Events and Sponsorship teams.
- Work with Chamber members and the Chamber Membership team to coordinate and book print and web advertisements, ensuring timely placement and accuracy.
- Receive invoices from external vendors and collaborate with the accounting department to ensure prompt processing.
- Follow up on pending membership and/or sponsorship invoices to ensure timely payments.
- Create solicitations, add contacts, and maintain detailed notes in the Customer Relationship Management system (CRM).
- Perform CRM data clean-up to ensure accurate and up-to-date records.
- Track and enter utilized member benefits into the CRM system.
- Upload signed sponsorship agreements into the CRM system for proper documentation.
- Support market research for business development activities.
- Create briefing notes for prospective member pitches and current member meetings as required.
- Assist with incomplete ticket registrations, payments and receipts, ensuring a smooth process for event registrations.
- Prepare and send personalized thank you cards to sponsors and members, fostering positive relationships.
- Draft and print materials as needed for events.
- Follow up with outstanding registrations for tables and tickets to ensure accurate guest information.
- Assist with hosting in-person activities, including professional headshot sessions, workshops, and roundtables.
- Take notes for internal and external meetings as needed.
- Generate and update invitation lists for roundtables to ensure targeted outreach.
- Place and confirm orders for new member deliveries, ensuring accuracy and a welcoming experience for new members.
- Assist with event execution as required.
- Set up interviews for editorial and social content, managing schedules and logistics.
- Other administrative duties as assigned.
**Qualifications and Requirements**
- Minimum 1-2 years of experience in administrative support, hospitality, or a related field.
- Must be self-motivated, proactive, energetic and goal oriented.
- Strong organizational, problem solving and decision-making capabilities.
- Demonstrated initiative and ability to work both independently and with others.
- Strong project management skills and the ability to manage and prioritize multiple projects.
- Must be able to take initiative, multi-task and manage competing priorities
- Confident, clear communications and interpersonal skills.
- Willingness to support event execution at various times of the day throughout the year, including early mornings and evenings. Schedule flexibility is required.
- Must be able to work efficiently and effectively, often under tight deadlines
- Must be flexible, punctual and adaptable to change.
- Proficiency in Microsoft Office suite.
- Experience using a CRM is an asset but not required.
- This is a hybrid work environment. This position will be required to work in the office a minimum of 3 days per week.
**Reporting Relationships**
**Reports to**:
- Director, Events and Sponsorship
**Works closely with**:
- Vice-President, Strategic Initiatives, Partnerships and Engagement
- Events Team
- Marketing Team
- Membership Team
- Business Development Team
- Analytics Team
- Accounting Team
- Leadership Team
**Job Types**: Full-time, Permanent
**Benefits**:
- Dental care
- Extended health care
- On-site gym
- Paid time off
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