Administrative Assistant, Events

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Job Summary

A Brief Overview

This position provides events planning support including logistics, booking venue, catering, participant registrations, and video and photography. This position creates and maintains a speaker database. This position reviews and prices client proposals. This position provides post-event coordination including outreach via online surveys, collecting and tracking data including participation, sharing photos and videos, and preparing post-event analysis reports to stakeholders. This position also provides guidance and coordinates workflow of casuals, volunteers and/or student staff.

**Job Description**:
What you will do
Acts as the first point of contact for events planning.

Provides event support including logistics planning, booking venue, catering, participant registrations, video and photography, and assistance with travel, accommodation, and special needs arrangements.

Creates and maintains a speaker database.

Reviews and prices client proposals.

Develops, creates, updates and distributes communications and marketing material for events.

Provides post-event coordination including outreach via online surveys, collecting and tracking data including participation, sharing photos and videos, and preparing post-event analysis reports to stakeholders.

Performs accounting and bookkeeping activities including monitoring account expenditures, contracts and budgets, and preparing expense requisitions for reimbursement.

Provides guidance and coordinates workflow of casuals, volunteers and/or student staff.
Other duties as required in support of the department and/or unit. Required Education
Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent. Required Experience
More than 2 years and up to and including 3 years of experience.
Experience planning, coordinating and/or managing events or promotions considered an asset. Consideration may be given to an equivalent combination of education and experience.

Job Knowledge and Requirements
Practical and applied knowledge of specialized methods and processes that are typically acquired through a combination of technical or academic qualification and/or work experience.
Provide consultation and advice on non-straightforward and/or complex issues.

Interaction with others typically requires interpersonal skills and the ability to understand and influence.

Adapt messages to meet the needs of the intended audience.

Build relationships, trust and credibility.

Manage own work and may train and review the work of casual employees, work study students and/or volunteers, to see commitments through to completion.

Contribute to setting work priorities and direction, supporting the team in achieving goals and objectives.

Participate in project team meetings and develop individual project plans.

Lead procedural or technological change within a unit.
Identify new problems and seek information and input to fully understand the cause of problems.

Identify opportunities to improve the effectiveness and efficiency of work processes.

Draw logical conclusions and provides opinions and recommendations.
Research equity, diversity, accessibility and inclusion resources and best practices relevant to the job and unit operations in order to inform evidence-based planning.

Commitment to principles of equity, diversity, accessibility, inclusion, Indigenization and human rights for equity deserving groups.
Employment Equity and Accessibility Statement