Events and Admin Coordinator

Job Overview:

The Kitimat Chamber of Commerce is a not-for-profit organization, operating in Kitimat as the Voice of Business. Our mission is to promote growth and prosperity through advocacy on behalf of Kitimat businesses.

Key Responsibilities:

• Event Planning & Coordination:

o Coordinate all aspects of events, including ticketing, venue, food & beverage, equipment, entertainment, promotional materials and volunteers.

o Oversee event execution onsite, ensuring smooth setup, operation, and breakdown.

o Implement and maintain the annual calendar of events, ensuring seamless execution of all events from planning to delivery, with the support of the Member Engagement and Events Manager.

o Track and fulfill sponsorship benefits and recognitions, ensuring sponsors receive the value as described.

o Recruit, schedule and coordinate event volunteers and other administrative support needs.

Event Registration & Financial Tracking:

o Engage members, future members and the community to encourage event attendance and participation.

o Coordinate event registrations through the Chamber's CRM, ensuring timely processing and tracking of payments and guest preferences.

o Maintain accurate financial records, tracking event-related expenses and ensuring reconciliation after each event.

Marketing & Social Media:

o Upload event listings across the Chamber's calendar, work with our website provider to make sure items are posted, and social media platforms.

o Manage marketing materials for events, including event pages, signage, presentations, and social media posts, under the direction of the Member Engagement & Events Manager.

o Implement digital campaigns to promote events, including email eblasts, and social media posts.

o Catalogue event photos and implement post-event communication tools.

• Membership and Customer Experience:

o Foster positive member relationships by providing exceptional customer service, both in person and on the phone.

o Be the first point of contact for members, visitors, and sponsors, ensuring their needs are addressed promptly and professionally.

o Promote Chamber services and events through regular communication, including e-blasts and member updates.

o Maintain and update member records in the CRM, handle invoicing and report member engagement data.

o Coordinate information sharing with group insurance and member savings plan providers.

o Make sure all the chamber members are paid in full and get their renewal information in a timely fashion

Office and Administrative Support:

o Answer the Chamber's main phone line, respond to inquiries, facilitate business services and provide general office support in an expeditious manner

o Handle all the boardroom and equipment rentals from the chamber

o Audit and send updates to Chamber's website team to ensure content remains current and relevant.

o Provide support for Chamber-affiliated social media channels and assist with general Chamber communications.

o Assist with office maintenance duties including garbage and recycling management.

o Maintain and keep the garage in orderly condition

o Assist with administrative tasks for the Executive Director and Tourism Coordinator as required.

Other:

o Step in when Visitor Centre Coordinator and or summer staff are not around to ensure memorable experiences for all visitors. Our goal is to ensure a consistent, high level of customer service is delivered to every visitor that walks through the door

Required Skills & Qualifications:

Education & Experience:

o Minimum Grade 12 education required; post-secondary education in event planning, hospitality, tourism, or a related field is preferred.

o Previous experience in event coordination, hospitality, or the non-profit sector is a significant asset.

o Entrepreneurial experience is an asset.

o Experience working in a membership benefit and sponsorship fulfillment role is a plus.

Skills & Attributes:

o Interpersonal Skills & Customer Service: Strong communication, integrity, and discretion in dealing with members, sponsors, and stakeholders.

o Time Management & Organization: Proven ability to manage multiple tasks simultaneously under tight deadlines while prioritizing and maintaining attention to detail.

o Proactive & Independent: Ability to take initiative and work autonomously while supporting team goals.

o Problem-Solving: Strong critical thinking skills to address challenges with creative and effective solutions.

o Tech-Savvy: Proficiency in Microsoft 365, CRM software, and social media platforms (Canva, Meta suite skills are an asset).

o Flexibility: Creative and adaptable approach to handling various types of events and projects.

Additional Requirements:

o Valid BC Driver's License and access to a vehicle for daily work activities.

o Availability for some evening and weekend work, particularly leading up to and during events (compensated with time off in lieu).

o High degree of accuracy and attention to detail.

o Prior experience in office setting, especially in member services, is desirable.

Benefits:

o Competitive pay at $25/hour, with a flexible 25–35-hour work week depending on scheduled events.

o No time off permitted around or before or during the annual Fish Derby – Labour Day Weekend

o Christmas – office closed between Christmas & New Years

o Health and dental benefits available

o Mileage reimbursement for work-related driving

o Exposure to diverse business community initiatives

o A supportive, collaborative work environment

To Apply:

We encourage all qualified individuals to apply by submitting a resume and cover letter detailing their experience, qualifications and passion for this role. Please send your applications to

Only those selected for interviews will be contacted. Thank you for your interested in the Kitimat Chamber of Commerce & Visitor Centre.

Job Types: Part-time, Permanent

Pay: $25.00 per hour

Expected hours: 25 – 35 per week

Benefits:

• Dental care
• Extended health care
• Mileage reimbursement
• Paid time off

Work Location: In person