Work With Us!

Our amazing conference administrator Jen is off on new adventures soon. We’re looking for an admin assistant to take over some of her responsibilities this summer with the intention of taking on the full conference administrator role beginning in October (fully taking over from January for 2023), with a supported handover at this year’s conference.

Are you a friendly, personable, organized person with a schedule flexible enough to handle busy periods at certain times of year? This could be the job for you. Check out the details below.

Note that this role is best suited to someone within driving distance of the Lower Mainland because of working with local suppliers, but there may be some flexibility in that, so please don’t self-reject if it’s otherwise perfect for you.

Administrative Assistant, Surrey International Writers’ Conference (SiWC)

Part-time 3-month initial contract with intent to take over Administrative Coordinator position (a 12-month contract) for 2023. Work from home on own time, except for pre-scheduled monthly board meetings and the conference itself. Works closely with the Conference Coordinator and Conference Board.

Job Summary:

The Surrey International Writers’ Conference (SiWC) is seeking an Administrative Assistant to take over and perform clerical tasks for the Administrative Coordinator. This will be a 3-month contract position for 2022 with the intention of it leading to taking on the position of Administrative Coordinator for 2023 and in the future.

Duties and Responsibilities:

  • Sending and receiving multiple files to and from print shops (both local to yourself and in Vancouver)
  • Coordinating printing/brochure deliveries to the Sheraton Guildford
  • Assembling presenter packages with print materials
  • Designing and printing presenter bios using previous years’ work as a template
  • Ordering conference materials (such as badges and lanyards) and assembling these for presenters, volunteers, and board/staff
  • Printing and organizing presenter handouts
  • Creating tent cards for panel workshops
  • Any other similar administrative task that may be required

Additional duties and responsibilities if taking over Administrative Coordinator role in 2023:

  • All things pertaining to registration
  • Communicating with Conference Coordinator and third-party group to create accurate registration processes for SiWC attendees
  • Available to register attendees on site at hotel for master classes
  • Communicating with third-party credit card processor
  • Processing online payments, refunds, and receipts
  • Answering emails and attendee questions regarding registration (year-round)
  • Printing attendee registration packages
  • Social media promotion
  • Conference storage handling and transporting
  • Working with registration desk volunteers during the conference
  • Supporting the Conference Coordinator and Board on all conference-related issues
  • Attending monthly board meetings

Qualifications:

  • Previous administrative work experience
  • Excellent communication skills, including oral, written, and presentation
  • Project management experience (knowledge of project management software and experience with Asana would be ideal)
  • Excellent time management skills
  • Detail oriented, ability to multi-task and adapt to changing priorities
  • Demonstrated proficiency in Microsoft Office
  • Ability to build and maintain productive working relationships and to work effectively both independently and in a team-based environment
  • Attentiveness to confidentiality

More:

  • Possession of laptop and access to printer
  • Must be available for the conference weekend (Oct. 20-23) to fulfill the needs, duties and responsibilities of the role of Administrative Assistant (this includes working at the Sheraton Guildford Hotel in Surrey BC on those days from 7am-5pm, roughly)
  • Must be available to attend approximately SiWC board meetings in September and October. (2-3 virtual Zoom meetings in total.) For the conference administrator position, meetings are monthly about 10x/year.
  • Valid BC Driver’s License (Class 5) and reliable vehicle
  • Ability to lift up to 20 lbs. (photocopying mostly)

Compensation:

$500/month for August
$1000/month for September
$1500/month for October

If the successful candidate is invited to take over the Administrative Coordinator position from January 2023, new compensation terms will be discussed. The full Administrative Coordinator role will pay approximately $12,000-$14,000 per year (depending on experience) and be divided into a monthly salary.

How to apply: 

Please send a cover letter and resume to SiWCBoard@siwc.ca.

Please email questions to info@siwc.ca.

This posting will be open until the position is filled.