Writer and Administrative Coordinator

Naut'sa mawt Event Management; Vancouver; Remote; CAD 55,000 - 70,000; Full time

Job summary

Naut'sa mawt Event Management seeks a Writer and Administrative Coordinator to support their Reporting Department. This role involves capturing notes during events, producing meeting summaries, and assisting with administrative tasks while ensuring culturally respectful practices. Ideal candidates will have strong writing skills, experience with Indigenous communities, and proficiency in various software applications.

Qualifications

• Minimum 3 years’ experience in a related field, e.g., communications or journalism.
• Proficiency in Adobe Suite and Microsoft Office.
• Experience with Indigenous communities is an asset.

Responsibilities

• Attend meetings/events, take detailed notes, and compile summaries.
• Support Report Writing Services and manage multiple projects.
• Communicate closely with team members and stakeholders.

Skills

Proficient reading and writing skills

Strong proofreading and copyediting abilities

Excellent interpersonal and communication skills

Ability to work independently

Skilled at analyzing and summarizing information

Education

Bachelor's degree or higher

Tools

Adobe Acrobat

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

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Guided by values deeply informed by our Indigenous roots, Naut’sa mawt Event Management offers event management services that are inherently culturally safe and respectful, and prides ourselves on the continual and respectful integration of Indigenous cultural activities and ceremonies in the events we manage.

The Writer and Administrative Coordinator supports Naut’sa mawt Event Management’s Reporting Department by delivering high-quality written content and assisting with key administrative tasks. This role involves collaboration with internal team members, contractors, clients, and other stakeholders.

In this position, you will be responsible for attending meetings and events, taking accurate and detailed notes, and compiling them into well-edited and succinct summaries, reports, transcripts, and reference documents. You will also assist with administrative functions such as scheduling, document organization, internal communications, and supporting the overall workflow of the Reporting Department.

Responsibilities:

Support Naut’sa mawt Event Management, under supervision of the Reporting Manager and Editor, in providing our clients with the following services, ensuring that quality standards are maintained and consistently delivered in all areas of responsibility. These services include, but are not limited to:

• Notetaking Services
• Report Writing Services
• Transcription Services
• Meeting Summaries
• Administrative Services

The Writer and Administrative Coordinator will be responsible for authoring Meeting Summaries, What We Heard Reports, Transcriptions and other written works as requested on various topics related to creating positive impacts for Indigenous communities. In doing so, they will:

• Accurately capture and summarize important information, quotations, and key takeaways during assigned in-person and virtual meetings, engagements, conferences into a variety of written products as requested by our clients
• Synthesizing raw notes into What we Heard Reports, Summaries, Brochures, Infographics, etc. through the provision of a comprehensive overview of participant input. These reports will summarize main themes and perspectives expressed by participants and include direct quotes or paraphrased comments to illustrate the diversity of viewpoints.
• Communicate closely with Reporting Manager and Editor in advance to assigned meeting/events to ensure understanding of scope of work and event/meeting objectives.
• On occasion, with the support of the Reporting Manager, communicating with clients in advance to the Event/Meeting to ensure adequacy of notetaking and reporting (as directed).

In the delivery of written works on behalf of Naut’sa mawt Event Management, the Writer and Administrative Coordinator will thoroughly proofread and edit all written work to ensure clarity, accuracy, and adherence to company standards and client expectations. During the editing process, the Writer and Administrative Coordinator will:

• Review and edit all written content for grammar, punctuation, spelling, style, and consistency.
• Review meeting/event recordings to ensure details and quotations are accurately captured.
• Remain receptive to feedback and corrections, continuously striving for improvement in notetaking and report writing practices.
• Utilize Naut’sa mawt Event Management writing and formatting guidelines unless otherwise directed.
• Compile and deliver all written works in a timely and efficient manner in accordance with deadlines.
• Management of multiple projects simultaneously
• Assisting the Reporting Manager in the strategic development of Naut’sa mawt Event Management’s Reporting Services department through:
• Assisting with research and development of tools to support the Reporting department’s products, services and internal processes
• Supporting sales/marketing initiatives including drafting communications and promotional materials, template creation and other duties as requested
• Monitor areas of responsibility for opportunities for improvement and innovation and work proactively to implement these ideas.

When collaborating with NEM’s clients, including our own Event Planning department, the Writer and Administrative Coordinator will work to:

• Ensure strong ongoing communication strategies between our clients and Event leads, Reporting Manager, and Editor maintain transparent to ensure service delivery and client satisfaction.
• Meet reporting requirements through booking notetakers and other subcontractors while meeting client’s budgets and deadlines.
• Assisting with preparing and delivering quotations, RFPs, proposals, and contracts for reporting services
• Perform professional administrative and clerical duties in accordance with Naut’sa mawt Event Management approved practices, policies, and service standards including:
• Maintaining electronic and hard copy filing system as directed
• Opening, sorting, scanning, coping, emailing, and distributing incoming/outgoing correspondence/documents when applicable.
• Accurately updating information into company CRM
• Participating in staff meetings, retreats, strategic planning sessions and other staff events as requested by Director and Reporting Manager.
• Maintaining strict confidentiality and exercising sound judgment and discretion when dealing with sensitive issues
• Participating in Indigenous cultural training and remaining up to date on Indigenous cultural practices, traditions, and best practices to enhance the representation and experience of Indigenous events.
• Carrying out other duties as assigned that are essential to the position as directed.

Education and Professional Experience

• Minimum 3 years’ experience in a related field. For example, communications or journalism
• Completed bachelor’s degree or higher.
• Proficiency in Adobe Acrobat and Microsoft Suite programs including Word, Excel, and PowerPoint
• Experience working with Indigenous communities is considered an asset.
• Knowledge, Skills, and Abilities
• Proficient reading and writing skills, including strong proofreading, and copyediting abilities.
• Skilled at analyzing and summarizing information
• Confident in providing feedback to contractors regarding their work and writing.
• Ability to work independently and act on own initiative.
• Proactive and able to manage multiple projects while meeting deadlines
• Excellent interpersonal and communication skills, both written and spoken

Other

• Ability to attend events located across Canada is required.
• May be required to work nights, weekends, and holidays.
• Adherence to Naut’sa mawt Tribal Council policies and procedures
• Note: This is a remote position for those located within the Lower Mainland BC or Vancouver Island area. Ability to attend company meetings / events within this area is required.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Marketing, Public Relations, and Writing/Editing

• Industries

  Events Services

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