Northwest Territories & Nunavut Construction Association
Published
July 16, 2019
Location
Yellowknife, Canada
Job Type
Compensation
$25 - $29 per hour
Territory
Northwest Territories

Description

This position is part-time for 22 hours a week, from 9:00am - 1:00pm on Tuesday and Thursday and 9:00am – 5:00pm on Wednesday and Friday. Occasional evenings and additional hours will be required based on our events schedule.

The NNCA is offering between $25 and $29/hour, a parking space in downtown Yellowknife and insurance benefits. Interested applicants can send their resume and cover letter to director@nnca.ca.

 

 

Duties

Executive Assistant Responsibilities:

 

  1. Administrative Duties
  • Present a professional, welcoming first point of contact (by phone, in-person and email) to all NNCA members and others making inquiries with the NNCA’s office. Direct all visitors to the appropriate office or boardroom.
  • Handle incoming and outgoing mail (including deliveries) and distribute to the Executive Director as needed.
  • Answer the phone, check voicemail and respond to inquiries. Gather detailed information and direct calls or take messages.
  • Run errands as needed – Valid driver’s license and reliable vehicle required
  • Monitor office supplies – order new supplies and schedule service appointments when needed.
  • Create filing systems and perform regular filing.
  • Board Meetings – prepare materials, order and pickup food and drinks, and clean the boardroom afterwards.
  • Responsible for office organization and light cleaning duties

 

  1. Financial Responsibilities:
  • Process credit card payments using Global Payments’ online system
  • Accept cash payments
  • Send receipts in a timely manner
  • Follow up with delinquent accounts and make payment arrangements
  • Prepare bank deposits

 

  1. Core Services
  • Prepare the weekly procurement Bulletin following the NNCA’s procedures, which includes accurately summarizing new and awarded procurement opportunities, inserting advertisements, notices and other materials approved by the Executive Director
  • Maintain and update the electronic planroom, which includes communicating with tender authorities, members, the public, and other parties interested in posting projects in the electronic planroom
  • Complete the Notary Public examination and assist members with Statutory Declarations as needed
  • Manage sales and inventory of Canadian Construction Documents Committee documents and seals
  • Manage webinar registrations and ensure information about webinars is distributed to members in a timely manner
  • Assist members with accessing member discounts through partner firms
  • Assist members of the public accessing Habitat for Humanity NWT’s programs
  • Correspond with and assist sponsors and volunteers contributing to Habitat for Humanity NWT and maintain up-to date lists of these groups

 

  1. Membership Renewal
  • Prepare annual membership renewal mail-outs
  • Follow membership renewal and new member processes, including updating member login details for the NNCA’s website and electronic planroom
  • Assist in the retention and recruitment of new members
  • Maintain an accurate membership database and email distribution list

 

  1. Events
  • Assist the Executive Director with event planning, as requested, including information sessions, seminars, workshops, trade shows, the annual curling Funspiel, the annual Golf Tournament & Steak Dinner, and Habitat for Humanity NWT events
  • Collect silent auction items for fundraising events
  • Secure sponsorships and follow through on sponsorship agreements
  • Manage event registrations and track using Microsoft Excel
  • Book venues, food services, audio-visual services and other services as necessary
  • Assist with marketing the NNCA’s events as needed
  • Responsible for bringing and setting up NNCA materials at events
  • During events, the Executive Assistant will work the registration table and take photos

 

  1. Perform additional duties as required by the Executive Director

Qualifications

Ideal Candidate:

The ideal candidate will have:

  • A completed college diploma or university degree
  • At least 1 year of administrative experience
  • A valid drivers’ license and reliable vehicle
  • The ability to stand for long periods of time and carry 20 lbs
  • Excellent communication and organizational skills
  • Strong computer skills and knowledge of Microsoft Office programs, including Excel
  • Knowledge of the construction industry will be considered an asset

Resumes will be accepted until a suitable candidate is chosen.

We encourage all interested persons to apply, however, only those selected for an interview will be contacted.

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