Administrative Assistant (Member Services / Event

BACKGROUND



The Canadian Institute for Non-destructive Evaluation (CINDE) is a non-profit, membership organization and leading provider of nondestructive (NDT) training and certification testing in North America and around the world. For over 30 years, CINDE has trained and tested thousands of students, enabling them to pursue highly successful careers in NDT inspection in industries such as primary metals, manufacturing, automotive, pipeline, oil & gas exploration, machine assembly and service, civil inspection, aviation manufacture and maintenance and nuclear power generation utilities.



Our success is the result of developing strong relationships with our students, customers and members by exceeding their expectations. The highly professional delivery of NDT courses and certification tests in modern facilities using state of the art equipment is our key competitive advantage.



In addition to the training and NDT certification services, another member service is to organize a national NDT Conference to create opportunities for people to learn about new technologies, research and applications while networking with their peers and subject matter experts.

 

Taken altogether, this creates an exciting opportunity for you to work for CINDE as an Administrative Assistant (Member Services / Event Coordinator).

MAJOR DUTIES & RESPONSIBILITIES

1. Member Services / Event Coordination

a) Assist coordination of services and training, testing and conference events from planning through to registration, execution and close out.

b) Track costs, revenue and report profit and loss.

c) Prepare and distribute business documents such as Requests for Proposals (RFP's) event schedules and budgets.

d) Develop and maintain project schedules c/w milestones, deadlines and key deliverables.

e) Develop advertising and marketing plans including ads, email announcements, press releases, photo opportunities etc. in appropriate media channels

f) Develop and maintain website content using content management software.

g) Respond and follow-up in a timely, accurate manner to inquiries.

h) Support and monitor events from concept to completion to ensure they receive maximum exposure, operate smoothly and generate maximum revenue at optimum cost.

2. Volunteer Coordination

a) Recruit volunteers for Event duties.

b) Work closely with volunteers coordinate and provide volunteer tasks.

3. Administrative

a) Prepare and distribute membership packages.

b) Receive and coordinate peer review of technical abstracts, papers and presentations.

c) Write articles, program descriptions, calls for papers and other media content.

d) Create, prepare, and distribute documents, spreadsheets and other media electronically.

e) Enter and maintain contact information in various electronic systems.

f) Photocopy, receive / send mail, compile and assemble binders, arrange delivery of event materials.

g) Create invitation and participant lists, guest lists.

h) Proof read materials such as food service arrangements, menu plans, decorative and table placements etc.

i) Prepare nametags, posters, signage, registrant packages etc.

j) Receive invoices, apply cost controls and submit to Accounting for payment.

 

REQUIREMENTS & QUALIFICATIONS



a) A College or University graduate with 1-3 years experience in a related field such as Business, Marketing, Advertising, Accounting, Public Relations or Event Management.

b) Excellent written, oral and interpersonal communication skills.

c) Demonstrated high energy level to work independently on concurrent tasks with a high degree of accuracy and efficiency.

d) Self-motivated, strong customer service orientation.

e) Excellent organizational skills. Attention to detail is imperative.

f) Excellent critical analysis and creative thinking skills.

g) Excellent proficiency working with software such as Microsoft Office Suite, (Word, Excel, Power Point, Access), browser-based SQL databases or other software applications.

h) Professional, pleasant persona coupled with sound judgment discreet and able to maintain confidential information.

i) Professionalism and comfort while attending business meetings follows protocol for specific situations.

j) Community volunteer experience is an asset.

LOCATION



a) This position primarily works out of the CINDE head office, which is located at the Mohawk College Fennell campus in Hamilton, Ontario.

b) Reliable personal transportation is necessary for occasional travel to event locations in Southern Ontario.

c) Occasional temporary re-location to Event venues may be required.

HOURS of WORK & COMPENSATION



a) Core hours of work are 9:00 AM to 5:00 PM (37.5 hours per week), Monday to Friday.

b) A high degree of schedule flexibility is needed to support periods of peak workload, especially at the start and end of events. (concept planning, kick-off, on-site delivery and wrap-up / report out)

c) Availability to occasionally switch day shifts to afternoon or weekend shifts is a must.

d) This contract position is effective January to July 2010.

e) Compensation is commensurate with qualifications and experience.

RELATIONSHIPS



a) Accountable to the CINDE Managing Director for primary duties and responsibilities.

b) Receives daily work direction from the office administrative staff.

c) Interfaces internally with the President, Training Manager and other staff.

d) Interfaces externally with members, volunteers, suppliers, authors, exhibitors and sponsors.

This position will appeal to people seeking to gain experience within a significant technical community, while working for a dynamic, fast-paced organization. Individuals who are goal-oriented and committed to success will thrive in this role.



To apply, please send your resume stating your education, work experience, at least three references and your salary expectations to: recruiting@cinde.ca



We thank all applicants for their interest only those selected for an interview will be contacted.

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