The employer is committed to creating an inclusive and diverse work environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, age, marital status, family status or disability.
The employer welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.
Job Title: Office Coordinator
Reports to: General Manager
Organization Overview: The Arctic Winter Games (AWG) are a bi-annual world class sportingand cultural event, with 2,000 participants and an equal number of volunteers from around thecircumpolar north. Designed to celebrate the unique sports and cultural heritage of the Arctic,this multi-sport event showcases 20+ traditional and non-traditional sport competitions as wellas a weeklong cultural exchange program. The Whitehorse 2026 Arctic Winter Games HostSociety was formed to plan and deliver the 2026 Arctic Winter Games.
Position Overview: The Office Coordinator will play a pivotal role in ensuring the smooth andefficient operation of our organization. This position offers an exciting opportunity to supportvarious divisions, manage administrative tasks, and contribute to the success of the 2026Arctic Winter Games.
Key Responsibilities:
1. Administrative Support:
• Provide administrative assistance to the management team, includingscheduling meetings, coordinating travel arrangements and managingcalendars.
• Prepare and distribute internal communications, memo's, agenda's, briefingnotes and reports as needed.
• Maintain organized filling systems for documents, contracts, and records.
• Respond promptly to general public inquiries in a professional and courteousmanner.
2. Office Operations:
• Oversee office supplies inventory and place orders as necessary to maintainadequate stock.
• Manage incoming and outgoing mail, including assisting with equipment orsupply shipments.
• Address general inquires ensuring a professional and welcoming environment.
3. Event Logistics Assistance:
• Assist with the planning and execution of 2026 Arctic Winter Games andevents leading up to the games, including coordinating venue bookings,equipment rentals and transportation logistics.
• Communicate with vendors, sponsors and external partners to ensure eventsuccess.
4. Database & Records Management:
• Maintain accurate and up-to-date databases as requested or required.
• Assist with data entry, ensuring completeness and accuracy of information.
• Generate reports as requested.
• Assist with invoice processing, expense tracking and budget management.
• Support financial reporting activities including preparing documentation forother government or non-government agencies as required.
6. Cross-Divisional Collaboration:
• Collaborate with the different games divisions, including Athlete Experience,Sponsorship, Marketing & Communications, Community Engagement, Cultureand Volunteers to support initiatives and projects.
• Participate in team meetings, contribute ideas and provide feedback to improveprocesses and procedures.
Qualifications:
● Minimum 5 years experience in office administration, event coordination or similar role.
● Strong organizational skills with the ability to prioritize tasks and manage multipleprojects simultaneously.
● Excellent communication and interpersonal skills with a strong customer service-orientated approach.
● Proficiency in Microsoft Office and Google Suites.
● Detailed-oriented mindset with a high level of accuracy in data entry and recordkeeping.
● Ability to work independently with minimal supervision and collaborate effectively in ateam environment.
● Willingness to work flexible hours, including evenings and weekends as required.
Conditions of Employment:
● Office hours may fluctuate at different points during the planning process leading up tothe Games but will normally not exceed 40 hours per week.
● All applicants must be legally entitled to work in Canada at the time of application.
● Criminal Records Check with Vulnerable Sector Verification required for all positions.
● Credential checks may be required.
Term: May 2024 – April 2026
Salary Range: $60,000 – $75,000
We thank all who apply, however, only those selected to proceed in the recruitmentprocess will be contacted.
• Relocation assistance maybe considered.
• Housing costs will not be provided.
• The Host Society reserves the right to change, amend or disuse this job description atany time. This document is intended to provide an overview of the requiredresponsibilities and qualifications.
Employer
Whitehorse 2026 Arctic Winter Games Host Society
4061 4th Avenue
Whitehorse, Yukon Y1A 1H1
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