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Administrative Clerk, Fair & Festival Operations
Who we are…The Pacific National Exhibition is an iconic institution in BC, famous for bringing generations of people together to celebrate and build memories. This 116-year-old, non-profit organization has an annual operating budget of over $70 million dollars and generates revenue through four activity streams: the 15-day annual summer Fair which averages more than 700,000 people annually, Playland amusement park which welcomes 400,000 guests annually including Fright Nights, and a busy year-round portfolio of events including concerts, trade shows and film, cultural and community events. In total we bring over 2 million people through the site each year. The fourth activity stream is park care and facility maintenance. The PNE is proud of the work it does at Hastings Park and has a vibrant team that is passionate about events, guest experience and delivering memorable experiences. At the PNE, we strive to create an environment that reflects our organization’s core values: Enthusiasm, Excellence and Evolution. With a focus on these core values, we are committed to achieving our mission which is to “Deliver Memorable Experiences” for all who interact with the PNE whether it is our guests, our employees, or the community. We are seeking an organized and hardworking individual that has a passion for Administration, the Events industry and the Pacific National Exhibition. The Administrative Clerk will work under the direction of the Manager, Fair and Festival Operations and provide general administrative support for our Fair and Festival Operations department.Why join our Team? Exhilarating and fun-loving cultureFlexible work environmentOpportunity for free or discounted tickets to shows, events, sports games, and much moreStaff discounts for Playland, The Fair, and Fright Nights, as well as all PNE Food StandsCompetitive compensation packageOpportunity to create lasting memories and friendships! What will you do this year?In your role as an Administrative Clerk, Fair & Festival Operations your primary accountabilities will be to: Provide general administrative support for the Fair and Festival Operations department.Provide administrative services to the department including word-processing, spreadsheets, filing, record keeping, data entry and mail distribution.Provide general reception services such as answering inquiries by telephone, email and in person.Track Exhibit Space mailbox to capture important information and communicate effectively with vendorsAssist in collecting and verifying external vendor information for purposes of Exhibit Space contracts for the PNE Fair and PNE Winter FairCreate and maintain excel databases as directed.Arrange material and prepare reports in appropriate formats and methods of presentation.Take, transcribe, and distribute minutes of meetings as directed.Prepare and send invoices for External Vendor contracts, coordinate payment and department journaling for service vendor invoices.Oversee the contracting process by issuing and tracking vendor agreements, ensuring accurate completion and timely compliance with all requirements.Prepare and update the vendor portal page, ensuring information is current and accessible for all vendors, including guidelines, schedules, and important updates.Ensures common areas are maintained including office equipment and supplies.Maintains a safe and clean environment.Performs other related duties as assigned. What else? Must have successful completion of Grade 12, or an equivalent combination of education and experience.Post-secondary course work in office, computer and purchasing skills are considered an asset.Must have strong knowledge and experience with computer applications including but not limited to MS Office Suite; with a minimum typing speed of 50 words per minute.Must be proficient with computer applications and programs, with the ability to administer new or changing software applications. Must have 2-3 years of work experience within an administrative capacity and/or reception and office services.Must have strong customer service skills and a pleasant manner for assisting clients on the phone and in person.Must have a keen attention to detail with strong written and verbal communication skillsMust be capable of understanding and executing written and oral instructions in English.Ability to function with some independence and under pressure; and ability to meet multiple service demands at the same time.Ability to deal with confidential matters and use discretion.Flexibility to easily accept changing priorities and tasks as delegated.Must be able and willing to work four days/week from June to September with a start time as early as 8:00 am; and flexibility to work various shifts (evenings, weekends, and holidays) depending on operational needs.Successful candidates must undergo a Criminal Record Check. Who are you? OrganizedMethodicalProactiveSkillful communicatorCritical thinkerCommitted to striving for excellence Where and when to APPLY? Applications can be submitted via the PNE website at www.pne.ca/jobs and will be accepted until the role is filled. The PNE is proud to be an equal opportunity employer, committed to creating an inclusive workforce that reflects the diverse community we proudly serve. All applicants will receive consideration for employment without regard to race, colour, national or ethnic origin, religion, sex, sexual orientation, gender identity or expression, disability, or age. If you require any support or accommodations throughout any stage of the recruitment process, please contact the People & Culture Department at hr@pne.ca. ....Read more...
Business Administration Apprentice
Purpose of Post: Support the Governance and Member Services Team in the Deputy Chief Executive and Town Clerk’s Department, Guildhall Carry out high-standard administrative, clerical, and IT support tasks to facilitate the Corporation’s daily decision-making activities Provide general support, including arranging meetings, assisting with large-scale events, conducting research, filing, attending meetings, and minute taking as needed Main Duties & Responsibilities: Arrange meetings for Committees and Sub Committees, including agenda planning and technical support for virtual meetings, and organise refreshments/room bookings for in-person sessions Book, set up, and return IT and presentation equipment for meetings as required Liaise with the Remembrancer’s Department for room bookings and IT Department for technical arrangements for virtual public meetings Support delivery of live streaming facilities for virtual public meetings Assist with collation, printing, and despatch of reports, minutes, and agendas in line with performance targets and Access to Information requirements Ensure proper filing and archiving of documentation in line with defined systems, and contribute to system reviews as needed Liaise with the London Metropolitan Archive for document retrieval when required Provide additional meeting support, including minute taking, greeting guests, and circulating papers at Committees and Sub Committees Ensure Committee membership, meeting dates, and Member details on the Corporation’s website and Intranet are accurate; update correspondence and Committee Guidance notes Develop effective working relationships with Chairmen, elected Members, and officers throughout the Corporation Provide administrative support for Members’ Support activities, including Member training, development programmes, and basic research at the request of colleagues or Members Follow the City of London’s Occupational Health and Safety Policy, ensuring personal and others’ safety during duties Promote equality of opportunity in line with the City of London’s Equal Opportunity Policy Undertake any other reasonable duties relevant to the grade as requested Ensure accurate recording of Committee, Sub Committee, and working party decisions; archive documentation appropriately Lead on organising and maintaining online filing/database systems for efficient information access Maintain and review administrative systems and procedures, suggesting improvements or new processes as required Act as the main administrative contact for the Governance and Member Services team Support the team in various matters, including contributing to projects such as governance reviews and research on the Corporation’s outside bodies Assist the Governance Services Manager with producing and publishing the annual Pocket Book and Committee Handbooks, ensuring accuracy and correct Committee membership and titles Coordinate updates to the Governance and Member Services team’s website content, collating materials and ensuring they are suitable for publication. Update the contact database and maintain stakeholder and mail-out lists accurately Demonstrate experience in administrative tasks, including managing filing/record systems and maintaining precise records Training:You will be supported to achieve the Business Administration Level 3 apprenticeship. Theoretical training will be Biweekly with the support of the training provider. Practical training and support will be given in the workplace allowing you to embed your learning in the working environment. You will receive hours 6 per week to support with your apprenticeship studies. Training Outcome:On successful completion of the apprenticeship, we aim to offer a permanent role within the team if a position is available. Alternatively, we shall endeavour to secure an alternative position within the City of London Corporation. Employer Description:The City Corporation with a rich history that precedes parliament, the City Corporation has been an ever constant throughout history adapting in order to meet modern demands of the City it serves, and is home to some of the world’s most striking modern architecture. The City of London Corporation forms part of London as a whole, along with the 32 London Boroughs who have responsibility for local government services within their local area. Based at the Guildhall the City Corporation looks after and promotes the City of London.Working Hours :Monday to Friday 9:15am - 5pm core hours. Flexibility will be required for business needs. Exact shifts TBC.Skills: Communication skills,IT skills,Attention to detail,Organisation skills,Customer care skills,Administrative skills,Number skills,Logical,Team working,Creative,Patience ....Read more...