Administration Assistant, Conference and Events

Job title: Administration Assistant, Conference and Events

Job description: Job Description:

Please Note: This competition is limited to internal NAIT staff only.

The successful individual is expected to be flexible with work schedule to include occasional evenings and weekends as required.

NAIT is proud to be named one of Alberta’s Top Employers for 10 consecutive years. NAIT offers a wealth of personal and family health and well-being benefits, training and development opportunities to support the professional growth of our staff, access to leisure facilities, a welcoming and inclusive environment unrivaled in engagement and dynamism, and co-workers who are collaborative, respectful and supportive.

The Conference and Event Services (CE) team is looking for an energetic and innovative individual to support NAIT events with administrative proficiency and a client-centric approach. If you have a passion for exemplary service, love interacting with people, value collaborative teamwork, and appreciate outstanding event planning, we welcome and encourage your application.

The Administration Assistant position reports to the Operations Manager, CE and is key to providing an outstanding client experience for internal and external stakeholders. This individual will be responsible for day-to-day coordination and implementation of support systems. If you can see yourself as a part of this dynamic team, taking conferences and events to the next level of excellence, we welcome your application!

NAIT is proud to be named one of for 11 consecutive years. We are also a proud partner of the and . Learn more about NAIT’s commitment to equity, diversity and inclusion at . NAIT has adopted our first to serve and empower NAIT communities. We are committed to fostering an environment where all people feel safe, valued and included. Our commitment is rooted in our promises and values – the starting point of our journey to create meaningful change.

Key Responsibilities:

• Provide support to the Conference & Event Services leadership team including client/event support
• General office reception including first contact assisting visitors, dealing with phone queries, initiating event orders, and response/follow-up with clients before/during/after events
• Word processing, including minutes, agendas, newsletters, business letters, and reports
• Processing of HR documentation, office/systems administration, organization of general and confidential files/records, and payment of invoices
• Booking of conference/meeting rooms and associated equipment
• Desktop publishing of customer-focused promotions, client events, staff newsletters, social media, staff announcements, and area postings

Skills & Abilities:

• Strong professional verbal and written communication supporting internal guidelines and expectations.
• Managing customer service with confidentiality and professionalism
• Strong knowledge of event planning principles, strong business acumen strong team skills and strong knowledge of virtual event platforms and support.
• Time management, space management, organization, task, and numerical accuracy
• Respect for NAIT and Conference and Event Services’ policies, guidelines, procedures, and the AUPE collective agreement
• This individual must have strong skills related to word processing and desk top publishing, spreadsheet use and development.
• Strong skills related to Social Media and marketing and promotions.
• Given the decentralized and customer-focused nature of CE work, this individual must also be able to walk and/or stand for long periods of time.

Qualifications:

• Completed grade 12 and related experience
• Post-secondary education in office administration and / or experience with event planning is an asset
• The successful candidate will be required to complete orientation and a variety of applicable training for this position
• Equivalencies considered.

Application: Candidates must submit an application that includes both a cover letter and resume

Remuneration: $1,246.35 – $1,602.95 Bi-weekly (based on 0.83 FTE or 30 hours per week), plus a comprehensive benefits package. (Classification – AUPE Administrative Support III). This position is covered by the AUPE (Alberta Union of Provincial Employees) Collective Agreement.

Note: Successful candidates may have the opportunity to work a modified FTE/weekly schedule while campus activity is limited due to the COVID-19 pandemic.

Thank you for your application however only those selected for an interview will be contacted.

It is recommended that applicants who have obtained educational credentials from outside of Canada and have not had them previously assessed, obtain an evaluation of their credentials from World Education Services or the International Qualifications Assessment Service (IQAS) –

PLEASE NOTE: Alberta’s post-secondary institutions are working together and taking a coordinated approach to ensure safety on our campuses for students, staff, contractors and visitors this fall, and beyond. The safety of our large, diverse communities has been our top consideration when making both short-term and long-term plans throughout the pandemic. NAIT has joined other post-secondary institutions in the province to introduce a vaccine mandate and require proof of vaccination. We are introducing the following enhancements to our campus safety measures:

• All employees, regardless of their work location will be required to be fully vaccinated against COVID-19 or have an approved accommodation.
• Everyone coming to NAIT campuses, including students, staff, contractors and visitors, will be required to be fully vaccinated against COVID-19.
• Everyone coming to NAIT campuses will be required to provide proof of vaccination.
• Rapid testing will not be accepted as an alternative to vaccination, except for campus community members who cannot be vaccinated based on medical or other protected grounds outlined in the Alberta Human Rights Act.

You can find the latest information on NAIT’s response to COVID-19 at

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