Administrative Coordinator

Reporting to the Project Manager, Communications and the Manager, Facilities, the **Administrative Coordinator** is primarily responsible for providing support to the Events team at events and behind the scenes and backing up the Facilities Manager with a focus on distribution services. This is a role that will appeal to someone who is comfortable with a flexible schedule, is detail-oriented, and also enjoys interacting with the public.

This is essentially two part-time jobs rolled into one position. Working with the communications team the incumbent will coordinate inventory, including receiving, organizing inventory of stock, alerting management when supplies are low, pulling stock for events, and delivering when necessary. The incumbent will represent the Club as a brand ambassador at community events - and may be called upon to travel to locations outside of the Ottawa region. There will be no less than 20 events to be attended. Each event is a 4-6 hour commitment. Most events are held on weekends and evenings.

In addition, they will support the Facilities team by assisting with distribution and mail functions; ordering and restocking beverages and snacks; preparing and submitting credit card and expense submissions, and other related duties.

It is imperative any applicant understands that due to the nature of this role, occasional evening and weekend work will be required. Advance notice will be given, and weekly hours will be flexed to accommodate events and activities outside of the regular work day.

**Responsibilities**:
Inventory management
- Research and provide examples of new options for swag that meet the needs of the CAA Communications department.
- Gather all relevant information, including item details, purpose, budget, and approval authority.
- Coordinate with the Project Manager to ensure all necessary documentation is completed for procurement, workback, and invoicing.
- Receive incoming orders, entering information into spreadsheets - keeping the Project Manager informed of inventory levels and current or potential issues. This may include preparation of reports, utilizing pivot tables and PowerPoint
- Liaise with vendors to resolve delivery issues as required
- Conduct inventory spot checks as required.
- Act as the point of reception for swag requests. Coordinate with the Communications project manager on inventory numbers, fulfillment, requests for swag, and assist with purchasing processes where required.
- Support the Events Manager in pulling swag and other inventory from various storage locations; assist the Events Manager in organizing materials for events; do deliveries and pick up as required
- Receive and send swag and inventory to and from CAA locations as required
- Fulfill swag requests from various departments and liaise with vendors to ensure timely delivery.

Corporate Membership Event Management:

- Be the point of intake for corporate membership event requests. Ensure forms are complete, enter information into the Events calendar, look for scheduling conflicts, and ensure any swag requests align with current inventory or confirmed order times where new stock is required. Using common sense and good communication skills, alert relevant parties to potential conflicts and challenges based on confirmed and requested events.
- Coordinate with relevant stakeholders to determine/clarify requirements, as required.
- Ensure the Project Manager has all the required information
- Communicate with Members in writing and verbally as required

Event Attendance and Support:

- Attend events as a Brand Ambassador, representing CAA and CAA’s business interests.
- Effectively communicate event details and updates to team stakeholders and participants as supplied by the Events Manager and marketing teams.
- Working with the Project Manager and Events Manager, on an as-needed basis, deliver ‘assets’ (site decoration and booth set up materials; swag; handouts, etc) to events
- Assist the Events Manager with onsite activities as required. This may include setup, breaking down, capturing data by scanning cards or taking biographical information, and managing swag.

Administrative Support HR and Facilities

Provide administrative support for the Human Resources team including, but not limited to:

- Ordering snacks and beverage supplies
- Reconciliation of staff credit cards
- Supporting employee events, including booking venues, arranging catering, etc
- Supporting the Manager, Facilities, including providing backfill when they are on vacation/travelling for work. This may include store deliveries and warehouse inventory coordination

**Requirements**:
Education and Experience:

- Minimum high school diploma; certificate, diploma, or degree related to administration/marketing/communications preferred
- Proven experience in event coordination, or related roles.
- Strong communication skills; able to write coherently and interact positively with coworkers and the public
- Valid Ontar