Job Summary
Under the direction of the Chief, Conference Management, the Conference and Administrative Assistant is responsible for assisting with the organization and facilitation of administrative details associated with the meetings, conferences, and special events held in the Centre’s 8th floor conference facilities and performs a variety of administrative, coordinating and logistical services in support of the operations of the unit.
The Conference and Administrative Assistant is responsible to maintain and update the suite of forms, contracts and templates used in event management functions as well as maintaining the Conference Services Intranet web site.
The Conference and Administrative Assistant is the primary contact to answer customer requests via telephone, walk-in requests, queued voice mail, and email and is responsible to ensure that requests are responded to in accordance with the service delivery levels.
Primary Duties or Responsibilities
Assists the Chief in planning and managing the logistics and administration of conferences, workshops and other events held at IDRC facilities or external venues. Liaises with external and internal clients in a friendly and professional manner and conducts site inspections to promote conference facilities. Provides information on Centre facilities to outside clients in effort to secure bookings.
Participates at meetings with clients to discuss requirements, provides advice, and recommends facilities and services appropriate to their needs. Determines requirements in the context of meeting objectives and recommends appropriate setup. Determines and provides cost estimates for approval by Chief.
Ensures availability and reserves facilities and equipment as appropriate to client requirements and agenda. Arranges for facilitation of internal technical requirements. Prepares event orders for each event and ensures that all necessary information is provided. Prepares official contracts for external users for Chiefs signature.
Prepares daily event schedule with client listings, timelines, food and beverage requirements in a chronological fashion. Responsible for ensuring accuracy of said document. Arranges for appropriate signage to be posted on digital board.
Arranges with external suppliers for rental of furniture, dishes, and other specialty items as required. Where necessary provides backup help to kitchen staff and/or floor staff in ensuring schedules are respected.
Greets visitors to IDRC conference facilities including meeting participants, Centre Governors, Ministers, Ambassadors and other dignitaries. Acts as a resource person to clients during the conduct of conferences and special events. Responds to requests for changes in services, and arranges for immediate resolution of equipment and facility related problems.
Maintains and purchases office and meeting supplies for unit, produces and submits purchase requisitions for the signature of the Chief for the procurement of goods, liaises with the Purchasing Unit until receipt of ordered goods, organizes and maintains operational files for the unit, processes A-Card and V-Card expenses on EPIK for Chief, and maintains records.
Ensures the 8th floor facilities are properly maintained and that equipment is serviceable and advises Chief where necessary.
Liaises with the President’s Office with respect to catering needs of the President, and makes arrangements as required. Acts as contact person for CMC meetings and organizes facilities and catering arrangement. Acts as a resource and provides support to members of the Board of Governors during Centre Board meetings.
Assists Chief with new business development by assisting with advertising campaigns and telephone sales. Actively promotes IDRC conference facilities to prospective clients.
Ensures 8th floor facilities are adequately closed down at 5pm daily; all guests have departed, perishable items are returned to fridges, all fridges and cupboard doors are securely locked, all IDRC AV equipment is turned off, any candles or other forms of open flames are extinguished, all appliances such as electric soup tureen, coffee makers, etc. are turned off and unplugged.
Supervision
Indirect Supervision:
•Set up person and casual kitchen help and servers
