Event and Administrative Lead

Are you passionate about systems, efficiency, details and being organized? Do you enjoy helping others learn to use new tools and systems? Do you thrive in an environment that encourages initiative and supports flexibility? The Automotive Retailers Association (ARA) is seeking an experienced administrative and event planning professional to join our team.

The ideal candidate will be experienced in prioritizing work from multiple sources, have a history of finding ways to optimize efficiency of existing systems, and be known for being a calm, professional, positive, and solution-oriented presence on any team they’ve worked with. If you love taking charge to get things done and would enjoy with a small but entrepreneurial team that is making a difference in the BC automotive industry, this could be the job for you.

Key Responsibilities:

Primary Duties:

1) Board Administrative Support (10%)

Support effective functioning of the ARA Board:

· Manage Board Calendar – Provide notices to Board to support them in following schedules and completing all tasks as outlined in the annual board calendar and workplan. schedule quarterly Board meetings, track upcoming commitments and communicate to CEO and Board Members as appropriate. Where applicable, communicate to Controller.

· Support Board Meetings – Schedule quarterly Board meetings, send agendas and materials, take minutes, support Chairperson and Committees to track action items to ensure completion in a timely manner

· Manage Record Keeping – take, document, and store Board Meeting minutes and communication. Coordinate with controller, maintain document library.

· Optimize Communication Systems – Design and execute efficient, effective communication system between ARA and Board.

· Book travel and meetings for Chairperson and Board members

2) Event Planning & Support (25%)

Support Advisors and other staff in planning and executing successful events:

· Support execution of at least 6 key events/year that range in size from 50 to 300 people. (Includes hotel contracts, menu planning, room allocation and booking, communications to members and participants, handling registrations, creating materials, coordinating and supporting setup, on-site support during events)

· Support Advisor responsible for labour attraction to participate in 27+ career fairs annually

· Arrange executive and Division meetings, catering, seminars, social events, etc.

3) General Administration & Systems Optimization (65%)

Provide and optimize administrative support functions in all areas of business:

· Certification Program Administration (Collision, Glass, EV) – track and follow up with participants, develop systems and processes to streamline and automate as program participation increases

· Get and keep customer/member databases updated

· Support internal and external meetings by coordinating schedules, arranging travel, booking venues, creating agendas, taking and disseminating minutes, and supporting follow-up of administrative tasks

· Produce and disseminate meeting notices, bulletins, newsletter information, etc.

· Create and manage document library for ease of access

· Calendar management, requiring interaction with both the President and Division Consultants, to organize a variety of Board and executive meetings

· General duties including checking and responding to voicemail, mailing packages

· Support and train staff to produce and disseminate professional presentation and communications materials including PowerPoint slides, reports and background documents, statistical reports, studies, surveys etc.

Job Qualifications:

• 5+ years experience providing administrative support to diverse teams

• Demonstrated commitment to continuous learning as evidenced by formal education or self-directed learning and application to improve results

• Well versed in the use of Microsoft Office applications, specifically:

o Advanced Word knowledge a must (Create professional letters, reports, business plans (content supplied), including tables of contents, embedded hyperlinks, references). Must be error free, with good grammar and spelling, layout etc. as it will go to Government and other corporate entities

o Powerpoint (Compile multiple presentations into one; Create and apply templates; use macros; Insert objects, images, video content, embedded hyperlinks)

o Excel (Data reporting and manipulation; Report on members entering and completing training; Basic financial tracking; Ability to create workbooks, basic math functions, lookups)

o Outlook (Maintain multiple calendars, set meeting dates and times, link to Zoom/Teams, send preset warnings)

• Proficient in using DropBox, Google Calendar and other tools to facilitate working with a virtual/mobile team and client base

• Proficient in database management software

• Proficient in use of all office equipment Technology and systems savvy.

• Able to teach/coach clients to use technology and systems to help them work more effectively

• Embraces learning new systems and technology

• Experience successfully creating and/or modifying processes

• Detail-oriented, team-focused and extremely organized

• Excellent verbal and written communication skills

• The following experience would be an asset:

o Event planning experience

o Administrative support experience in a professional services, sales or marketing environment

o Basic bookkeeping experience

o Website and social media administration ability (experience in using Facebook, Twitter, LinkedIn, blogging, updating websites etc.)

o Experience in or passion for the automotive industry

o Writing formal proposals for funding and support

Personal Qualifications

· A high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision-making ability and an obsessive attention to detail are equally important.

· Self-managing and high level of personal responsibility. Enjoy working with little direction and taking ownership of responsibilities, methods, and outcomes.

· Self aware, open to feedback and has a desire for constant learning and growth.

· Highly organized with the ability to get and keep others organized.

· Excellent time management skills; attention to detail; the capacity to prioritize by assessing situations to determine urgency; ability to develop a work schedule, set goals, create and implement actions plans, and monitor progress towards goals; and ability to make clear, timely decisions.

· A love of people and a passion for great customer service

· Able to anticipate, understand, and respond to the needs of staff, members, and stakeholders to meet or exceed expectations.

· Able to work well on their own while also adapting quickly to the changing needs and demands of the team.

· Fosters a team mentality. Works cooperatively with the team to set goals, resolve problems, and enhance organizational effectiveness and results.

Authority and Reporting:

The Event and Administrative Lead reports to the CEO and has working relationships with the operations team.

Working Conditions:

40 hours/week either in the Burnaby office or at events throughout the lower mainland.

Requires a valid drivers license and a vehicle to accommodate travel to support with events. (Most events are within the Metro Vancouver area.)

Salary and Benefits:

· Commensurate with experience

· 2 weeks vacation

· Benefits upon completion of probationary period

· Pension plan matching

Job Type: Full-time

Salary: $50,000.00-$60,000.00 per year

Benefits:

• Extended health care

Schedule:

• Monday to Friday

Application question(s):

• Do you have a valid Drivers License and a vehicle?

Experience:

• Administrative: 5 years (preferred)

Work Location: One location