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Title Administrative & Meetings Coordinator, Centre for the North
Overview  
The Centre for the North is an initiative of The Conference Board of Canada that began in 2009. The goal is to bring Aboriginal leaders, businesses, governments, and community advocates together to identify challenges and opportunities, and to decide how those challenges can be met.
 
We are seeking an Administrative & Meetings Coordinator to join our team. Working closely with the Director and research staff,  the successful candidate will provide support to the centre’s research activities as well as administrative support related to the preparation and delivery of meetings and events. This is a permanent, full-time position, located in Ottawa.
Characteristics  
The successful candidate will have outstanding organizational skills, set high quality standards for their work and bring “an eye for detail”.  You should be an exceptionally strong communicator (oral and written) and comfortable engaging with senior leaders in business and government.  You must be able to multi-task, manage multiple priorities, possess a professional and positive attitude and be a team player. Experience with all of the logistical aspects of organizing meetings and events as well as a basic understanding of financial management (tracking expenses to budgets) is a critical skill-set. Your talents include strong interpersonal skills and a professional approach to everything you do.
Principal Duties  
·         Coordinating membership renewals, meetings, and related products and services for the Centre for the North and The Council on Corporate Aboriginal Relations: 
o    Coordinate all pre, during and post meeting logistics including participant, speaker and hotel/venue requirements
o    Work closely with the Director and/or Network Manager on member correspondence, preparation and finalization of meeting information and materials
o    Liaise with outside suppliers including hotels to ensure all meeting details and logistics are accurate including contract review, event orders, billing instructions and invoice review
o    Provide on-site meeting support as required. Some travel will be required
 
·         Support Specific Projects and Research Activities
o    Support and/or coordinate or Provide support to members of the researcher team as needed. This may include scheduling research interviews, preparation of charts and graphs, assistance with bibliographies, etc.
o    Provide project coordination. This may include creating critical paths, tracking progress and activities against deliverables, follow-up with internal and external stakeholders, tracking and monitoring of expenses, and financial reporting
 
·         Assist the Director on a day-to-day, operational and research activities, including:
o    Development and updating of marketing materials, internal and external websites
o    Business development and proposal related activities
o    Scheduling internal team meetings and external meetings with clients
o    Assist with departmental financial activities/reporting e.g.  expense tracking, invoicing and accounts receivable
Skills & Qualifications  
·         At least 2 years of related experience in a professional environment
·         Outstanding administrative, organizational, and problem-solving skills
·         Ability to handle changing priorities and to work under pressure with minimum supervision
·         Strong communication and interpersonal skills and the ability to interact with all levels of internal and external contacts
·         Excellent technical skills including above average proficiency with MS Word, Excel, PowerPoint and social media tools
·         Some understanding of accounting procedures and invoicing
·         Excellent writing skills, including spelling, grammar, and proof-reading skills
·         A strong customer-service orientation with a desire to exceed customer expectations
·         Ability to travel is a requirement
·         Bilingualism is an asset. Capacity in additional languages also an asset
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