Description:
Administrative Assistant, the PIER
This position reports to the Executive Director, The PIER. The Administrative Assistant, The PIER works with the Executive Director and the team at the PIER to support administration and office management, as well as contributing to member services, activities, and events. This position also acts as the first point of contact for members, staff, the reception desk at the PIER, supports information management activities, assists in coordinating the PIER's finances, and works with the Communications & Programming Coordinator to support member activities and events.
ACCOUNTABILITIES Administration
- Ensures that The PIER supplies are kept in stock.
- Works from the reception desk, greets guests as they enter, accepts, or picks up deliveries from HPA offices, and ensures appropriate guest access.
- Works with the Executive Director and HPA Finance to coordinate hub finances, including tracking expenses and processing invoices and purchase orders and provides regular budget reports.
- Supports other administrative functions of The PIER, including keeping minutes from meetings of the Steering Committees and managing information for The PIER.
- Processes incoming mail and electronic correspondence, including member mail, actions as required, and distributes accordingly.
Member Services
- Supports Member Services, including but not limited to:
- Acts as a first point of contact for members as problems arise.
- Liaises with members of The PIER team to address concerns.
- Proactively engages with members to identify problems and/or areas for improvement.
- Actively listens to members and identifies needs in a proactive manner.
- Works with members and theMember Services Coordinatorto support events and activities taking place in The PIER.
- Arranges member orientations including liaising with OH&S for safety orientations.
- Maintains the PIER contact information.
- Supports the set up new members, physically and virtually.
- Ensures that issues that are brought forward are dealt with in order of priority by HPA staff.
- Works with the Communications and Programming Coordinator and Member Services Coordinator to support event and activities at The PIER, including:
- Booking venues.
- Working with members, or the PIER team, to organize event logistics.
- Arranging catering with members.
- Planning PIER events and/or HPA events held in The PIER.
- Works after hours as required to support events.
- Assists with supporting member engagement in digital platforms.
- Works with the Communications & Programming Coordinator to coordinate content for the Digital Wall.
- Works with the Executive Director, Communications and Programming Coordinator and Members Services Coordinator to support activities and events.