Job Posting: Project Coordinator and Administrative Lead
Join our team as a Project Coordinator and Administrative Lead!
About Us
The Greater Kitchener-Waterloo Chamber of Commerce (GKWCC) provides strong, continued service to over 1700 members in one of Canada’s marquee pioneering and entrepreneurial business communities. For the past 138 years, dating back to the Chamber’s founding as the Berlin Board of Trade, we have expanded into one of the largest and most innovative Chambers in Canada by focusing on the needs of all our members, big and small. For more information, please visit greaterkwchamber.com.
About the Role
The GKWCC is seeking a Project Coordinator and Administrative Lead who is responsible for providing administrative support for some of our programs, our board of directors and databases for business engagement activities and executing day-to-day administrative tasks of the Chamber.
Project Coordinator
With the guidance of the COO, provide administrative support to
- Peer to Peer Coordination
- Attend, lead, coordinate and grow the Peer to Peer program at the Chamber.
- Requires early mornings.
- Create monthly surveys for the Chamber
- Create monthly surveys for the Chamber on topics related to the advocacy and marketing initiatives.
- Database management
- Populate and maintain the sales and engagement database (Excel, Zoho databases)
- Board Liaison; point of contact between the board of directors and the organization’s management team.
- Assisting in the coordination of board meetings and activities.
- Prepares board materials, schedules meetings, maintains records of decisions and actions, and ensures that the board’s directives are communicated to the relevant internal teams.
- Help onboard new board members and assist in governance-related matters.
- Take the lead on coordinating policy review
- Complete and maintain the policy and procedures database.
Administrative Tasks
- Conduct research and create reports on different software and service providers.
- Directory online ads, lists and tweets for advertisements
- Chamber’s Member Retention Program (New-Members and 3-month retention).
- CEO member card print and mailing at the Chamber office
- Update sales analytics (bitly) and create sales support reports
2 day per week at front desk
- Answer and direct phone calls on main switchboard system
- Respond daily to inquiries via email, phone and walk-ins; distribution of communications to staff
- Manage deliveries, incoming mail and distribute appropriately
- Greeting, directing and assisting visitors
Other Duties as Assigned
As you would expect, the Chamber is unpredictable and requires you to adapt to many different situations at a moment’s notice. As such, there are always “other duties” that come up unexpectedly that you should be prepared for.
About You
- Tech Savvy: You are comfortable adapting to new forms of technology and using various platforms (databases, excel, SAAS). You are also proficient in Microsoft Office. Experience with large excel files including functions such as VLOOKUP. Experience with managing databases (Zoho experience preferred). Experience with Zapier preferred.
- Top-notch organization skills: You love lists. You can meet deadlines and achieve outcomes even when there are numerous other priorities and distractions. You’re extremely attentive, thorough, adaptable, and focus on the little details.
- Experience in a fast-paced environment: You are willing to tackle projects independently and push through until the job is done. You’re an exceptional multi-tasker, and a self-starter with the ability to take initiative and ownership of your responsibilities.
- Excellent communicator: You keep everyone informed and can do so efficiently, effectively, and professionally – in written and verbal. You’re also empathetic and enthusiastic and feel comfortable socializing with people you may not know. You’re excited at the opportunity to expand your network and build relationships within the community.
- Thrive under pressure: You stay calm, approachable, and in control during stressful situations, by focusing on the solution, not the problem. As this is a customer-facing role you may face some negative feedback and criticisms.
- Leader, not a follower: You’re innovative and think outside the box. You enjoy pushing the limit (creatively), and set trends, not just follow them.
- Support Local: You make regular trips to the corner bakery, participate in #KWAwesome community groups, and generally enjoy supporting Waterloo Region business owners.
If this sounds like you, or what you’re striving to obtain, then please apply. We look forward to learning more about you and what you could bring to this role.
Application Process
To Apply: Please send your application to Lester Holley at hr@greaterkwchamber.com. When applying, please provide a resume, and a cover letter.
Next Steps: We thank all those who apply, however, only those candidates who are selected to move forward in the application process will be contacted. The posting will remain open until the position is filled. The start date for the successful candidate is flexible, but preferably they will start in early April 2025.
The Specifics
Hours of Work: Monday – Friday, 8:30am – 4:30pm, with a 30-minute paid lunch for a total of 37.5 hours each week. Evenings/early mornings will be required based on event schedule.
Travel: Hybrid work environment, with minimum 2 days per week in-office (80 Queen St. N., Kitchener), with additional travel required around Waterloo Region to event venues. Mileage will be reimbursed for work-related activities, but this role requires a valid driver’s license and access to a reliable vehicle.
Compensation: $38,000 – $42,000 annually, plus benefits. Compensation will be based on experience & qualifications.
Benefits:
- Healthcare including dental and vision plan, as well as an EAP program, which all starts 3 months into employment.
- RRSP matching, which starts 3 months into employment.
- 2 weeks’ vacation + stat holidays + lieu time for hours earned for events.
- Monthly mental wellness half-day Friday (subject to change)
- Hybrid work model.
- Professional Development opportunities.
- Parking included.
The Greater Kitchener Waterloo Chamber of Commerce believes that everyone is free to be their true self and receive the same respect and opportunity, regardless of ethnicity, gender, culture, identity, sexual orientation, age, beliefs, language, or disability. We have an inclusive work environment that is a safe and welcoming space for all and we encourage applications from all qualified candidates. If you require accommodation at any time during the recruitment process, please email lholley@greaterkwchamber.com
