Position Description

Administration Co-ordinator (Part-time Contract: June 17 – Sep 30, 2024/ 25 hours per week)

Reports to: CEO, Explore Waterloo Region

Remote Position (currently home-based with potential to become hybrid). Preference given to those located in Waterloo Region.

This co-ordinator positions provides administrative support to members of Explore Waterloo Region's leadership team. This is a key position integral to the efficient operation of the organization.

Responsibilities:

• Manages all office administration including: managing mail; purchasing and maintaining office supplies/collateral materials; attending team meetings (handles all logistical requirements for on and off-site meetings, as well as minute taking and tracking action items to ensure completion)
• Arranges all appointments, meetings and conference calls for the leadership team, books appropriate venues and assembles relevant files. Organizes travel and accommodation requirements for the leadership team, confirms and finalizes transportation and hotel reservations
• Ensures the timely and accurate acquisition of material to be forwarded to our Board and Committees by cultivating and maintaining a “sense of urgency” relationship with the leadership team and staff
• Assists with posting content on our Community IG account
• Assists Marketing with ad trafficking
• Assists leadership team with various administrative projects such as member outreach, data entry, managing collateral inventory and event planning
• Assists with trade show registration and booth co-ordination including theming, giveaway sourcing and activation
• Manages database ensuring records are up-to-date and generates reports as needed
• Assists various teams with the creation of presentation decks
• Manages the logistics of customer tours (FAM programs) i.e. co-ordinates all attendee travel, badge creation, room gift drops, post-event surveys, etc.
• Ensure inventory and storage unit is maintained
• Weekly mail collection

Requirement Knowledge, Skills, and Abilities:

• Proficient in Microsoft Suite – PowerPoint, Excel, Word, Outlook, CRM Management
• Proven communication skills (verbal and written)
• Strong knowledge and capabilities on the Instagram social platform.
• Demonstrated ability to multi-task and prioritize
• Knowledge of tourism industry an asset

Education and Experience

• Post secondary education or equivalent combination of education/experience in office administration
• A minimum of 2-3 years of experience in an administrative or coordinator role (preferably in the tourism sector)

Conclusion

This job description is intended to convey information essential to understanding the scope of the job and the general nature and level of work performed by jobholders within this job. But, this job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.

Working Conditions

Examples:

Physical Environment

Busy and dynamic organization. Work from home. Majority of time is spent sitting and using the computer. Sits in a comfortable position with frequent opportunity to move about.

Physical Effort

Minimal – sits at a workstation, reads, word processes and phone. Attends offsite meetings in this role, so often required to carry AV equipment for setup and dismantle (laptop, projector, portable PA system, mic stands).

Sensory Attention

Moderate – Significant attention is required to concentrate on reading and listening while deciding how to resolve problems to meet multiple deadlines. This must be accomplished in an environment where there is constant interruption. Must follow safety and control practices and conform to OHS Legislation when handling equipment, supplies and potentially hazardous substances.

Mental Pressures

Moderate/Considerable – Works in a busy office environment. Must have the ability to work fast on a priority basis with attention to detail – critical to avoid errors. Handles a high volume of requests for service which must be continually re-assessed for priority order, depending upon urgency and nature of requests, including demands for immediate attention.

Other

Flexibility in working hours to support the team's busy and often changing schedule, excellent interpersonal skills, confidence, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients, stakeholders and service providers are essential to this role.