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Job Number:  34987
Administrative Assistant, Venue & Support Services
Job Posted: Friday, 12 May 2017
Closing Date: Tuesday, 23 May 2017
(59 days ago)
2019 Canada Winter Games Red Deer
Region: Central Alberta Type: Contract - Full time
Location: Red Deer Salary: $30,000 - $40,000 per year

OVERVIEW
The 2019 Canada Winter Games Red Deer Host Society is looking to fill the position of Administrative Assistant, Venue & Support Services.

In less than two years, thousands of our country’s best and brightest will set their sights on Red Deer as we host the 2019 Canada Winter Games. Up to 3,600 participants from across Canada, 400 media, 500 VIPs, 500 officials and thousands of visitors will join us for the two-week event. Featuring 19 sports and numerous cultural events and festivals, the 2019 Canada Games will be the largest event in Red Deer’s history.

The Administrative Assistant, Venue & Support Services will support activities related to the venues and volunteer areas of the 2019 Canada Winter Games. This position may evolve as the Games planning and development activities increase.

 

DUTIES AND RESPONSIBILITIES

This role will be responsible for, but not limited to, the following:

  • Maintain the overall project plan and content tracking of the Venue Development process.
  • Support the chair of the Games Services Committee with agendas, reports and documents.
  • Maintain and update the Master Venue Operations manual and assist venue teams with the completion of their specific Venue Operations manuals.
  • Data compilation and spreadsheet creation.
  • Assist with the development of volunteer role profiles.
  • Manage the online volunteer registration and scheduling tool.
  • Assist with the planning and execution of special volunteer engagement events.
  • Assist with the background check process for volunteers.
  • Work in consultation with other functional areas to ensure all volunteer requirements are met across the organization.
  • Assist with the development of volunteer training presentations and manuals.
  • Assist with the development of the volunteer uniform distribution plan.
  • Assist with the scheduling of volunteers during Games time.
  • Compose, edit, format, proofread and update a variety of materials in both electronic and hardcopy formats.
  • Perform duties relating to records management including filing, indexing, and retrieving both electronic and hardcopy files.
  • Coordinates schedules and multiple calendars for meetings and events.
  • Provide general meeting support (i.e. coordination of logistics, travel, meals, agendas, minutes, etc.) as required.
  • Other duties as reasonably required. Due to the nature of our organization, and especially so during the time leading up to, and during the actual Games, all staff will be required to act in capacities beyond their formal job description. These will always be reasonable however the expectation is that staff will step up in ways that may not normally be expected of them.

 

REQUIRED SKILLS, EXPERIENCES AND ABILITIES

  • Diploma or certificate in Office Administration, Sport and Recreation related programs or equivalent.
  • Two or more years of related experience including sports administration, recreation and/or office administration experience. A combined equivalent of education and experience may be considered.
  • Knowledge and experience in event planning and/or multi-sport or single sport competitions is considered an asset.
  • Experience with Google’s G Suite programs, Gmail, Docs, Slides, Calendar, etc. (or equivalent Microsoft Office programs) is required.
  • Must have a desire and ability to work in a fast paced environment with flexibility and adaptability to changing priorities.
  • Ability to work collaboratively with attention to detail and communication of expectations.
  • Bilingual in Canada’s Official Languages; proficiency in both verbal and written form is an asset.

 

NOTE

  • Formal office hours are Monday to Friday, 8 a.m. until 4:30 p.m.; however, flexibility will be required. This may include various evening/weekend committee work, varying workload/deadlines, Games time requirements, etc.
  • All applicants must be legally entitled to work in Canada.
  • The successful candidate may be subject to a criminal record check and/or other background checks.
How to Apply:
Please mention you saw this posting on WorkInNonProfits.ca.
Closing date for this position is Tuesday, May 23, 2017.
Please email your cover letter and résumé to the attention of:
Director, Venue & Support Services
Contact Details:
Director, Venue & Support Services
2019 Canada Winter Games Red Deer
5205 48 Avenue
Red Deer, AB, T4N 6X3

Tel: (403) 309-8419
E-mail:
www:   2019canadagames.ca/


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