Assistant, Professional Development and Events

POSITION SUMMARY

The assistant, professional development and events provides general administrative support to ensure the successful delivery of all CIA professional development (PD) programs and events including the annual conference, specialty seminars, and webcasts. The incumbent supports the manager and project manager, in speaker and content management and provides customer support for registration activities and webcast organization and administration.  The assistant, provides support to committees and task forces as required, including preparing agendas and materials for meetings, organizing virtual meeting logistics, taking minutes and following up on action items.

JOB DUTIES

• Assist with all aspects of virtual and in-person professional development events from planning to delivery, and post-event evaluations, data gathering, analysis and reporting.
• Perform administrative tasks for various committees including scheduling and attending meetings; preparing agendas and meeting materials; taking minutes; following up on action items; tracking committee member terms and ensuring meeting materials are collected in a timely manner for inclusion in meeting packages.
• Develop and edit documents and coordinate review and translation by the communications department as required.  Update web site pages and other programs using content management systems as required.
• Create and send post meeting evaluation surveys for education programs.
• Assist with document control in volunteer collaborative spaces.
• Assist with annual call for speakers and proposals for program content.
• Assist in the development and maintenance of a speaker database, help with gathering session content and speaker details for program development and publishing.
• Provide support as required to maintain content and data in the Institute’s e-learning system as it relates to professional development offerings (e.g., CPD Mandatory professionalism module).
• For in-person meetings, assist with preparation of on-site registration such as name badges, attendee roster and provide onsite registration desk member support.
• Provide support for member and non-member registration activities related to all CIA meetings and events.
• Organize/host individual sessions at virtual professional development events.
• Provide high quality, proactive customer service to registrants and attendees at all CIA events.
• Host and participate in meetings and conference calls using a variety of virtual platforms.
• Liaise with other departments to ensure that the appropriate administrative procedures and processes are followed when required (e.g., Board approval of a document, translation, and distribution of a document to the membership, etc.)
• Identify and discuss potential problems that may occur in the general administration of assigned tasks and propose possible solutions.
• Provide support to the project manager and manager, and to the wider Education and International Affairs department as required.

CORE COMPETENCIES

• Member relationship management
• Department and organization oriented
• Communication
• Level of technical knowledge
• Attendance
• Quality of work
• Timeliness
• Attitude/Cooperation/Stress management
• Accountability/Reliability/Ownership
• Integrity/Fiscally responsible

JOB SPECIFIC COMPETENCIES

• Attention to detail
• Time management
• Creative
• Initiative

SUPERVISORY RESPONSIBILITIES

The assistant has no subordinates reporting to him/her.

EXTERNAL REPRESENTATION

The assistant is exposed to a wide range of external contacts.  The nature of the relationship is mainly providing information and coordination of activities as well as problem solving.

STRATEGIC ADVICE/RECOMMENDATIONS

The assistant is required to provide advice/recommendations on certain operational issues.

Education and Experience

• University degree or college diploma in a relevant field. (e.g., Arts, Social Sciences, Business Administration, Management).

• One to two years’ experience providing administrative support and coordinating projects, preferably with a non-profit association.
• Experience/keen interest in the coordination of training and development activities, meetings, seminars, conferences.
• Experience taking professional minutes, preparing memos and reports.

Knowledge and Skills

• Solid working background with all MS Office applications: Word, Outlook, PowerPoint, Excel, Adobe Acrobat.
• Adept with technology, learning and experimenting with new software, programs, meeting apps and collaborative tools.
• Ability to work effectively under pressure, and to respect deadlines.
• Able to organize his/her work independently and be a contributing team member.
• Able to ask for help when needed and keeps team members informed of progress of his/her projects.

Language Requirement

• Bilingual: French/English required.
• Excellent oral and written communications skills in English are essential.

Effort

• The position requires managing multiple projects and competing priorities with occasional urgent situations.
• Most working hours will be spent at a workstation sitting, keyboarding and reading/looking at a computer screen.

Working Conditions

• Standard work hours (35 hours a week) with occasional peak periods of extended or irregular hours.
• Occasional travel to one or two-day meetings within Canada.
• Working conditions vary at off-site meetings. Longer periods of standing, walking, lifting items between 10 and 15 kg and other physical activity are required from time to time.