Position Overview
Here we grow again! TPM is an Association Management and Marketing firm that provides a broad range of management, administrative and marketing services to associations and non-profit organizations. We are looking for a dynamic and organized individual to join our team as a Part-Time Administrative and Event Assistant.
This position requires someone who is comfortable speaking to anyone, has the ability to juggle multiple tasks while smiling and isn’t afraid of technology.
Reporting to the CEO and the COO, this role is currently 25 hours per week, with the potential for full-time for the right person.
You must have your own vehicle and a valid driver’s license for this job. Travel throughout Burlington, Hamilton, Toronto, Guelph, Cambridge, Kitchener, Waterloo and Brantford is a part of your duties so the successful candidate must have their own reliable transportation.
This is a hybrid position, with work in the office 2-3 days a week, at home 1-2 days a week, and at client in-person events.
The office is located in Burlington, ON.
Working hours are flexible between 8:30 a.m. and 4:30 p.m.; however, some evening and weekend hours will be required for event attendance. You will be required to attend in-person meetings, brainstorming sessions, and team-building sessions at the office or on location.
Responsibilities:
As the Administrative Assistant, you will be responsible for the following:
- Respond to the general email
- Answer the phone during business hours
- Taking meeting notes and minutes as needed
- Support the file system
- Prepare and send invoices
- Process all payments and receipts for events and educational seminars
- Update client membership databases as needed
- Preferred Mac user with knowledge/use of Microsoft Office, Outlook, Google, Teams and Zoom
- Additional duties as assigned
As the Events Assistant, you will be responsible for the following:
- Respond to general email inquiries
- Contact venues for availability and pricing
- Setup client event registration portals on websites using various programs
- Arrange appropriate venue and catering requests
- Monitor event registrations
- Print and coordinate all registration lists and paperwork for live events
- Set up and prepare a venue for all live events. This includes the setup of the registration table and all promotional materials.
- Prepare and bring to the location (if applicable) all the materials required (registration list, course materials, etc.) for each event.
- Attend meetings (in-person/virtually) as required.
Requirements:
- A minimum of 1 year of administrative experience
- High level of attention to detail
- Exceptional ability to prioritize and multitask
- Superior verbal and written communication skills
- Experience collaborating with team members and clients
- The ability to do basic math
- Must have a reliable vehicle and valid driver’s license
This role is for you if:
- You care about the work that you do.
- You’re hyper-focused on getting the details right.
- You are a self-starter who does not require micromanagement.
- You embrace technology with open arms and get excited about learning new systems.
- You can’t live without your MacBook.
- You can juggle multiple tasks and competing priorities while ensuring quality and timely content.
- You love people.
- You have exceptional communication skills.
- “That’s not my job” is not in your vocabulary.
- You can travel to in-person events in the Burlington, Hamilton, Toronto, Guelph, Cambridge, Waterloo, Kitchener & Brantford area.
Please don’t apply if:
- You do not have your own vehicle
- You are not available 25 hours per week or between 8:30 am-4:30 pm
- You don’t like working with people
- You need to be told what to do when there is “downtime.”
- You’re not willing to work in the Burlington, ON office
- You’re not willing to work evenings and weekends when needed
Why work with us:
- We are a fun team of individuals in a growing company
- We strive to provide internal growth opportunities
- You can enjoy a flexible schedule
- We have a kitchen that the boss keeps fully stocked with all-you-can-eat snacks (salty and sweet), coffee, tea and water.
Send resumes to hello@theresaplacemedia.ca