Education & Qualifications
· Post-secondary degree or diploma in office administration or similar type program
· Minimum of three years of administrative experience· Strong English verbal and written communication skills, with the ability to proofread and edit documents effectively· Ability to travel & work occasional weekends for events· Exceptional attention to detail with a high level of accuracy· Proficiency in Microsoft 365 (intermediate level preferred; basic proficiency required)· Resourceful, proactive, and comfortable taking initiative· Flexible and adaptable, with the ability to manage changing priorities· Compassionate, empathetic, and committed to maintaining confidentiality· Team-oriented with a collaborative and supportive approach Assets:· Experience with event planning
· Fluency in French
Essential Duties and Responsibilities
· Answer incoming phone calls and emails as they pertain to CHAMP Seminars
· Assist with generating lists of possible attendees for each seminar through CRM reports
· Assist with sourcing seminar venues and proposals for venue selection by researching hotels, evaluating offerings, contract negotiations, initiate credit applications, negotiate deposits and initiate deposit vouchers for payment
· Provide seminar details and list of invitees w contact info; review invite designs in collaboration with Digital Media Division
· Review and approve invitation email, Eventbrite page & agendas as required
· Review travel request forms, any travel special requests or complex travel requirements (in collaboration with Travel Committee &/or Manager when necessary)
· Source & review options for ground travel booking/arrangements
· Request & ensure all required Vulnerability Sector Checks (VSC’s) are received and provided to HR as required
· Source and book reservation for each pre-seminar staff lunch
· Assist with creating & reviewing BEO’s & session floorplans for approval
· Request & review seminar A/V requirements for approval & ensure coordination on site
· Source, research, & communication for vendor booking and assist with coordinating
· Assist with preparing Working Program details/content
· Assist with session note updates as required
· Assist with approved materials to be shipped (in collaboration with Publications)
· Assist with onsite logistics at seminars
· Assist with creation of seminar final report
· Assist with post seminar – compile any reported issues for review and all relevant information for seminar development, further initiatives and improvements
· Assist with coordinating and participating in CHAMP Seminars Session Committee meetings
Additional Duties & Responsibilities
· Collaborate regularly with other Member Programs staff to identify &/or address any issues or concerns as they pertain to CHAMP Seminars
· Provide backup support for team members during their planned time off.
· Respond to requests from internal and external parties as they pertain to CHAMP Seminars
· Assist with program optimization and efficiency building initiatives.
· Demonstrate exceptional verbal communication skills, and proficient writing skills for correspondence.
· Achieve a high degree of accuracy and maintain highly organized.
· Be flexible to work well individually and as a Team Player.
· Perform other related duties/ projects as required.
Pay: From $52,000.00 per year
Benefits:
- Company events
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Work Location: Hybrid remote in Ottawa, ON K1V 0C4
