We are a global engagement marketing agency that creates human-centric touchpoints that unleash the power of people to deliver innovation and growth.
Firm believers in the power of building community since 1987, we are helping brands, associations and not-for-profit organisations solve their key people challenges through our core expertise: Live & virtual events, Strategic & digital communications and Consulting & community solutions.
We are an independently owned agency, headquartered in Geneva, Switzerland, with a global presence of 60 offices in 31 countries.

Minimum qualifications:

• Certified Association Executive, Certified Meeting Professional or Certified Meeting Manager certificate, or college or university degree
• At least 3 years of relevant experience working at the manager level in association and conference management
• Has a minimum of 3 years of experience managing projects of 500 participants or more and has personally organized at least 3 events in that time
• Has successfully managed registration and conferences independently for a minimum of four events
• Has a minimum of 3 years progressively more responsible experience in managing a diverse group of staff and volunteers in a not-for-profit environment, including working with a volunteer Board of Directors
• Excellent leadership, managerial, organizational, financial, communication, marketing and administrative skills
• Willingness to travel and to work overtime in the lead up to association meetings and conferences

B.  Interactions

• Reports to the President
• Direct reports include Project Coordinators, Project Assistants, and project-specific conference team assistants as well as temporary team members
• Key internal interactions include  President, Founder and Impact Officer, Senior Project Managers, other Project Managers, Project Coordinators, Project Assistants, Bookkeepers, and part-time staff
• Key external interactions include clients, registrants, members, volunteers and suppliers
• Leads and trains team members and passes on experience through coaching and guiding

C.  Duties and Responsibilities

C1.      Business Administration

• Works with the President to set personal annual goals and objectives and meets regularly to discuss guidance, direction, and coaching on personal performance
• Meets the goals and objectives and follows the policies and procedures of Sea to Sky
• Makes decisions that enhance Sea to Sky’s financial position and its reputation in the conference and association management industries
• Participates in weekly team meetings
• Oversees office management and administration duties, including the archiving of projects
• Volunteers as a member of a professional association on behalf of Sea to Sky and attends meetings such as MPI and CSAE events

C2.  Project, Conference, Event and Association Management     

• Strategically manages Sea to Sky’s conferences, events and projects as outlined in Sea to Sky’s client contracts and according to pre-established systems.  Includes activities such as, and not limited to: logistics (including food and beverage, audio visual and other suppliers), marketing, social media, sponsorship and exhibit management, budget development, financial reporting, pre and onsite registration, tours, spousal programs and special events, housing and committee management
• Strategically manages Sea to Sky’s Association business, which includes all aspects of association management services as outlined in Sea to Sky’s client contracts, and according to pre-established systems.

When managing and overseeing projects, conferences, events, and associations, work with Sea to Sky team members by:

• Reviewing and understanding scope of work and advise the President, or designate, when scope of service could be or is exceeded
• Clarifying goals and objectives
• Establishing timelines for the project and who within Sea to Sky will be responsible for each aspect of the project
• Prioritizing tasks with team members on the timely organization of services Sea to Sky is required to deliver
• Holding team members accountable for delivering accurate work within deadlines
• Reporting to the President, or designate, on project, conference, event and association status and on strategic, financial and operational updates as needed
• Preparing and presenting reports as needed and in a timely manner
• Monitoring timelines, costs and quality levels of programs, projects and activities and takes corrective action when needed
• Overseeing the creation of management and recoverable invoices according to contact schedules and regular billing periods
• Innovating around revenue creation, servicing and communications

D.  Performance Expectations (in the first six months)

The key expectation is to fulfill all responsibilities of the position as outlined in this position profile. General expectations in the first six months are as follows:

• Knows and understands the needs of Sea to Sky’s clients, as well as their strategic positioning and unique operating environments
• Manages expectations of clients and suppliers
• Manages and oversees projects effectively from initial stage to final product
• Has a sound working knowledge of the computer system, the administrative system and how the office functions
• Follows policies and procedures ensuring that efficient and consistent standards, policies and procedures are in place
• Is a proficient user of the EventsAIR software
• Meets Sea to Sky’s goals and objectives and follows policies and procedures
• Manages team member relations reporting to the position
• Manages time and priority of tasks efficiently and effectively
• Produces documents for review in their final state
• Participates in producing, negotiating and administering client proposals and contracts, when required
• Knows when to ask for assistance and does so
• Attends professional association meetings
• Represents Sea to Sky in the community in a professional manner

E.   Competencies

The following knowledge, skills, attitudes and core values are essential or desirable attributes required to fulfill this position.

E1.       Knowledge

• Understands the conference and association management industry (is familiar with the key players such as suppliers and venues)
• Can describe the key elements of a conference (focusing on registration/housing, logistics, and virtual event technology) and association management (focusing on membership / committee management, communications and finance)
• Understands the process of creating and managing a conference (from quoting through to final reporting)
• Understands how associations can generate revenue and the keys to effective member servicing

• Can work with relevant technologies and understands how the technologies available for use can assist in task completion
• Has excellent knowledge of Microsoft Office (Excel, Word, PowerPoint), Internet Explorer and Outlook
• Has knowledge of how a small business operates
• Understands how taxation in Canada works on both the expense and revenue side

E2.       Skills

• Customer Service: Delivers to the highest possible standards in terms of customer service
• Communication skills: Has well developed verbal, listening and writing skills; makes accurate and timely responsiveness to enquiries, requests and deadlines that reflect attention to detail
• Financial management skills: Can create, manage and evaluate budgets and financial management processes and understands the audit process
• Interpersonal skills: With the ability to deal effectively at all levels, applying mature judgment and exercising tact, discretion and diplomacy with others as well as having the tenacity to deal with difficult, confidential and highly sensitive issues
• Managing people skills: As Sea to Sky is a small company, a team approach is employed and each team member needs to demonstrate leadership, supervisory, negotiation, delegation and conflict resolution skills
• Demonstrates sensitivity to the concerns and viewpoints of others and responds appropriately; demonstrates an interest in helping others solve problems and accomplish work objectives
• Marketing skills: Can use research, creative, organizational and communication skills to market an event, association and its products / services and Sea to Sky
• Problem-solving, decision-making and analytical skills: Can analyze and solve a problem using a variety of techniques and information sources
• Program and Project management skills: Can organize programs and projects around the realities of available technologies and resources; can prepare, negotiate for, and manage a budget; can evaluate tasks, projects, and programs using appropriate mechanisms and evaluation tools, such as benchmarking and quality control processes; demonstrates attention to detail; can identify and mitigate risks
• Technology skills: Is a high level user of Events Air/OnAir; has above average skills in Microsoft Excel, Word, Internet Explorer, PowerPoint and Outlook (e.g. ability to sort spreadsheets for reporting purposes, ability to mail merge data into letters or emails, and can complete market research using the Web), and has knowledge of Social Media tools and uses them
• Time management skills: Can identify, organize and prioritize essential and not time sensitive tasks, essential and time sensitive tasks, non-essential and time sensitive tasks, and non-essential and not time sensitive tasks in order to meet deadlines

E3.       Attitudes and Attributes

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