Operations Administrator

Downtown Kingston BIA; Kingston; On-site; CAD 50,000 - 70,000; Full time

Job summary

An established industry player is seeking a motivated administrative professional to support its Executive Director and manage operations. This mid-level position involves providing comprehensive office support, coordinating meetings, and implementing process improvements. The ideal candidate will possess strong organizational skills, be tech-savvy, and have a passion for fostering community growth. Join a collaborative team dedicated to enhancing downtown Kingston's vibrancy and supporting local businesses. This role offers a dynamic work environment where your contributions will directly impact the community's success.

Benefits

Extended Health Care Insurance

Employee Assistance Program

Wellness Account

Casual dress

Company events/travel

Qualifications

• Minimum 3 years of administrative experience in a private sector environment.
• Strong organizational and communication skills required.
• Tech-savvy with advanced computer knowledge.

Responsibilities

• Provide administrative support to the Executive Director.
• Manage operations and administrative services.
• Assist with scheduling and project implementation.

Skills

Organizational Skills

Written Communication

Verbal Communication

Office Software Proficiency

Interpersonal Skills

Tech Savvy

Project Management

Education

Post-secondary education in office or business administration

Tools

Microsoft Office Suite

CRM Management

Adobe Suite

Canva

Job description

Company Culture
We are a team of motivated professionals who are passionate about the success of downtown Kingston. We appreciate the special nature of our community and take pride in knowing that our efforts contribute to its success and growth. Our office environment is busy, collaborative, and friendly. We enjoy creating memorable experiences and bringing joy to our members, visitors, and residents.

Who We Are

In towns and cities across Canada, Business Improvement Areas (BIAs) play a vital role in fostering economic vitality and strengthening community bonds. BIAs are not-for-profit organizations, funded by the member business and property owners whose properties exist within designated districts. BIAs collaborate with members, partners, and stakeholders to create inviting environments, encourage meaningful connections, and stimulate economic growth.

Purpose

Our purpose is to foster a downtown environment in which businesses can thrive. We achieve this by developing engaging community events and programming, supporting and advocating for our members, and promoting our beautiful downtown as an exciting, vibrant, and welcoming destination for all.

The association is managed by an elected Board of Management, Committees formed by downtown Kingston business and property owners, and a small staff dedicated to the continued growth and prosperity of downtown Kingston.

Job Description

Position Type: Mid-level role in a private sector environment.

Primary Responsibilities

1. Provide administrative support to the Executive Director, including managing schedules, communications, files, and documentation.
2. Manage operations and administrative services.
3. Collaborate with all departments to provide support as determined by senior staff.

Key Requirements

1. Minimum 3 years of administrative experience, preferably in a private sector environment.
2. Excellent organizational skills with the ability to manage multiple tasks and prioritize effectively.
3. Strong written and verbal communication skills, with proficiency in office software and information management systems.

Key Responsibilities

1. Office Support: Provide office support, including administrative services (answering phones and emails, tech support for office, scheduling appointments, managing correspondence, file organization, and filling customer orders).
2. Executive Assistance: Offer confidential executive assistance to senior staff, including research, report writing, and financial administration support.
3. Accounts Management: Liaise with Bookkeeping Contractor relating to accounts receivable and payable activities as well as payroll preparation.
4. Meeting Coordination: Organize and document internal and partner meetings, including scheduling, agenda preparation, minute-taking, and uploading documents to the website.
5. Confidential Matters: Assist the Executive Director with confidential matters related to financial planning, budgets, supplier contracts, human resources.
6. Resource Procurement: Research, purchase, and keep inventory of office supplies, equipment, and resources, seeking quotations and authorizations as required and keeping assets organized.
7. Process Improvement: Recommend improvements to office administration processes and procedures to increase efficiency.
8. Project Implementation: Assist the Executive Director with research and implementation of new ideas, projects, and programming.
9. Scheduling: Assist with scheduling and management of operations related projects.
10. Event Support: Support special events, seminars, and meetings outside regular office hours and locations as required.

Competencies And Skills Required

• Post-secondary education - preferably in office or business administration.
• Experience and/or training in association management (Not for Profit an asset).
• Board experience an asset.
• Strong written and communication skills.
• Excellent organizational and interpersonal/communication skills demonstrating courtesy, tact, along with the ability to deal with sensitive and confidential issues.
• Advanced skills in Microsoft Office Suite i.e., Microsoft Outlook, Teams, Word, Excel, SharePoint, and PowerPoint.
• Tech savvy - advanced computer knowledge and ability to lead and assist in the use of digital tools to improve efficiency.
• 3 to 5 years (or more) experience in office admin or related fields.
• CRM Management experience is an asset.
• Adobe Suite and Canva experience is an asset.

Key Relationships

Reporting Structure

1. Direct Report: Executive Director

Internal:

1. Coordinates and collaborates with all departments, serving as a BIA ambassador for member-related matters.

External Partners:

1. Coordinates, collaborates, and partners with external organizations to benefit Downtown Kingston. For example:
2. City of Kingston
3. Tourism Kingston
4. Kingston Accommodation Partners
5. Queen's University
6. Lawrence College
7. Royal Military College
8. CFB Kingston
9. Outside Suppliers/Contractors: Liaises as needed

Salary Range:

• $50,000 – $70,000

Available Benefits:

• Extended Health Care Insurance
• Employee Assistance Program
• Wellness Account
• Casual dress
• Company events/travel

Downtown Kingston Equity, Diversity and Inclusion Policy

We celebrate the diversity of our board of management, staff, and member businesses, and seediversity as a strength in our mission to cultivate and enhance downtown Kingston’s position as the region’s leading culinary, entertainment, goods and services destination, while attracting more people to experience and contribute to our vibrant downtown community.https://downtownkingston.ca/pages/our-commitment-to-equity-diversity-and-inclusion

Disclaimer

Because of the changing nature of work and work to be done, this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. The incumbent may be asked to perform other duties as required.