Executive Administrator / Event Manager

MISA Prairies; Alberta; Remote; Full time

Job summary

MISA Prairies seeks an Executive Administrator to manage operations and events, providing leadership to a volunteer Board. This role requires excellent communication and organizational skills, with a focus on strategic planning and project management. The position is remote with occasional travel required for events.

Qualifications

• Min 3 years of not-for-profit experience in a similar role.
• High School Diploma supplemented by one year business administration training.

Responsibilities

• Manage affairs and operations of the organization.
• Plan and execute events, both in-person and virtual.
• Provide administrative support to the Board.

Skills

Leadership

Organizational Skills

Strategic Planning

Project Management

Communication

Relationship Building

Event Management

Detail-Oriented

Education

High School Diploma

Post Secondary Education

Tools

CRM Systems

M365

Job description

The Municipal Information Systems Association of the Prairies (MISA Prairies) is an active community of municipal information technology experts and practitioners that provides leadership, guidance, and resources in using technology to make municipal services better. MISA Prairies is a not-for-profit, volunteer-run organization that facilitates collaboration and sharing of information among municipalities and member associations across Alberta, Saskatchewan, and Manitoba.

Function / Purpose :

Reporting to the Board of Directors, the Executive Administrator manages the affairs and operations of the organization, which includes the development and implementation of a plan that incorporates goals and objectives that support the strategic direction. With assistance from member volunteers, this position is also responsible for planning, managing, and executing all elements of event management for MISA Prairies in-person and virtual events (webinars), end to end (with the exception of programming). This includes the event design, planning, execution, and post-event summary of all pre, on-site, and post-event activities.

This role provides both leadership and guidance to an engaged, volunteer Board of Directors. Working remotely from their home office, this individual is a motivated self-starter with the ability to manage multiple projects and deliver against deadlines, with strong communication and relationship-building skills.

Job Type :

Duration - 1 year contract with ongoing / perpetual renewal based on performance

Hours - 20hrs / week with the expectation it could lead to a full-time position

Compensation - $31.25 - 36.05 / hr based on qualifications and experience

Remote / Hybrid - While the majority of the role can be filled in a remote capacity, there will be a requirement to travel on occasion (in-person events / meetings)

Location - Applicants must be located and reside in Alberta, Canada

You would be a great fit if…

• You have excellent leadership and organizational skills
• You excel at strategic planning and project management
• You are proficient in financial management and bookkeeping
• You have strong communication skills, both written and verbal
• You are skilled at building and maintaining relationships
• You have experience with event management and program oversight
• You are detail-oriented and able to handle administrative tasks efficiently

Key Responsibilities and Required Skill Sets :

Leadership

Advising : Act as advisor to Board on various aspects of organization’s activities. Requires strong analytical skills and strategic thinking.

Representation : Represent / be a brand ambassador at MISA Prairies & other events / conferences / trade shows. Requires excellent public speaking skills and the ability to network effectively.

Examples of Related Duties :

• Oversee the ongoing delivery of membership value and incremental membership growth / retention
• Identify and follow up on existing and new partnership opportunities
• Liaise on special projects involving Board members and external organizations
• Identify, assess, and inform Board of internal / external issues affecting the organization
• Identify trends and opportunities to increase member value

Operational planning & management

Strategic Planning : Develop plans that incorporate goals and objectives aligned with the strategic direction of the organization. Requires project management skills and the ability to set and achieve long-term goals.

Policy Development : Review and draft policies and procedures for approval of Board. Requires attention to detail and knowledge of regulatory requirements.

Examples of Related Duties :

• Provide administrative support to Board by preparing notice of meetings agendas, supporting documents, ppt presentations (including AGM), correspondence on behalf of Board / Committee Chairs
• Oversee Call for nominations & elections process for Board and external representation positions
• Prepare all notices, agendas, working papers & participate in Monthly Board meetings, Strategic Planning retreats & AGM
• Report on activities and seek guidance at weekly meetings with President, Vice President, Past President, Secretary, Treasurer

Event management

Program Content : Select and negotiate with speakers bureaus for conferences and webinars. Requires negotiation skills and an understanding of event planning.

Sponsorship Management : Develop and manage sponsorship packages and liaise with sponsors on requirements. Requires relationship-building skills and financial acumen.

Examples of Related Duties :

• Identifying new opportunities
• Chair the Events / Programming Committee meetings
• Initiate and manage Call for Speakers for conferences, webinars, vendor presentations, preparing summary of responses for Committee review and rating
• Ultimate responsibility for program content of conferences (keynotes, breakout sessions, pre-conference workshops, networking activities)
• Operate registration desk and provide event support at the annual conference (in-person)
• Liaise with sponsors directly to ensure their requirements are being met and they have received proper training on tech platforms (virtual events)
• Create and send sponsor documentation as related to each event (FAQ, support, communications)
• Review, negotiate / re-negotiate, sign contracts with major suppliers including Hotels, promotional items, AV productions, and sponsors.
• Conduct site inspections for top 2 conference sites and make selection

Committee Support : Prepare meeting calendars, notices, agendas, and documents for various committees. Requires organizational skills and proficiency in office software.

Program Management : Oversee the management of programs like Discord, Website and Social Media. Requires familiarity with digital platforms and effective communication skills.

Examples of Related Duties :

• Ensure all committee activities contribute to / reinforce strategic plan
• Prepare Board meeting calendar, notices, agendas, working papers, documents for 6 Committees (Executive, Awards / Elections, Digital / Communications, Member Benefits, Events / Programming, Alumni)
• Onboard new Board members
• Planning, implementation, execution & evaluation of special projects

Community relations / advocacy

Collaboration : Establish and maintain working relationships with external organizations to achieve strategic goals. Requires interpersonal skills and the ability to work collaboratively across different sectors.

Partnerships : Identify opportunities for collaboration. Requires initiative and the ability to identify mutual benefits for potential partners.

Other Duties as required

Administrative Support

Communication : Review and approve all member email communications, survey questions, and printed material. Requires strong written communication skills and attention to detail.

Financial Management : Process expense reports, purchases, and maintain financial bookkeeping records. Requires proficiency in financial software and an understanding of bookkeeping principles.

Administrative Tasks : Complete annual Government of Canada notice of change in Board, Insurance renewal & auditor requests, etc. Requires familiarity with governmental procedures and deadlines.

Examples of Related Duties :

• Complete annual Government of Canada notice of change in Board, Insurance renewal & auditor requests, etc.

Minimum Qualifications :

Education (degree / diploma / certifications)

• High School Diploma supplemented by one year business administration, administrative training or equivalent

Experience

• Min 3 years of previous not-for-profit experience in a similar role

Knowledge / Skill / Ability

• Knowledge of workings of Not-For-Profit Associations
• Leadership
• Interpersonal skills
• Self-driven, disciplined, organizational & time management skills

Preferred Qualifications :

Education (degree / diploma / certifications)

• Post secondary education degree or experience equivalent

Experience

• Not-for-profit experience in a similar role
• In-Person Event Management experience including conferences, trade shows, and sponsorship
• Virtual Event Management experience as well as expertise in multiple digital and virtual event platforms required.

Knowledge / Skill / Ability

• Municipal Information Technology experience
• Working knowledge in CRM systems such as Your Membership
• Excellent ability to work independently, adaptable to change and a problem solver
• Negotiating skills in working with suppliers in procurement and with sponsors / exhibitors
• Proven sales experience selling intangibles
• Working knowledge in M365, specifically Microsoft Teams and Microsoft SharePoint.