Administrative Assistant

Overview:

Are you ready to step into the spotlight of event administration, where every detail counts and every day brings a new adventure? Creative Concepts Events & Design is on the lookout for an Administrative Rockstar & Event Enthusiast to join our team as an Administrative Assistant. If you thrive on variety, excel at juggling tasks, and have an eye for detail, this role is you!

About Creative Concepts Events & Design:

Celebrating its 10th anniversary in 2024, Creative Concepts is an event planning, management and design business, offering a variety of services for local, destination & virtual events. Based in Regina, SK, we produce events across Western Canada for parties of 2 to 2,000

• , from annual galas, fundraisers, retreats, fashion shows, conventions and trade shows; to birthdays, showers, weddings and more! We also design customized papery to tie all the event details together!

Key Responsibilities:

You'll support and assist on the delivery of the following:

Administrative Marvel and Data Wizard: Data entry and helping to keep our office on track. This includes tasks like booking travel & accommodations, sourcing permits, and ordering supplies.

Client Interaction & Documentation: You'll be our eyes and ears in client meetings, capturing every detail in your notes. Your superpower lies in your ability to transcribe and organize your notes (or ours), into our comprehensive event plans.

Event Logistics Support: You'll assist with event set up, take down, and ensure rental items are inventoried and returned to the appropriate supplier.

Document and Presentation Pro: Whether it's a client pitch or a dazzling slideshow for an event, we'll need your creative input to help pull the pieces together.

CRM Champion: Manage our customer database and create plans for regular customer outreach and appreciation.

Sales Savant and Business Development Dynamo: Find leads and make our sales process a smooth and joyful journey. This includes prospecting for clients, managing rentals from our in-house inventory of items, and coordinating the sales of our Celebration Box.

Website, Social Media & Marketing Superstar: Help us maintain an active online presence by updating our website and keeping our social media platforms buzzing.

Vendor & Volunteer Support: You'll secure quotes and help us maintain seamless relationships with our valued partners. This also include communicating logistics, coordinating with volunteers, and acting as a touch point with speakers and entertainers, helping to ensure everyone is in the loop and our events run smoothly.

Budgeting Maestro: Track invoices, manage expenses and updating event budgets with precision. Your knack for financial management will be a key asset, especially if you have experience sourcing grants for small businesses and entrepreneurs.

What success will look like for the right candidate:

1 Month:

• Be fully onboarded and have a clear understanding of all elements of the business.
• Develop a deep understanding of the working style of our Owner/Event Planner.
• Be comfortable with regular touch points and check-ins with the Owner and be able to speak to the tasks you are working on.
• Understand your day-to-day tasks and have a clear plan to execute them efficiently.

3 Months:

• Begin taking on project-based tasks such as implementing a CRM and updating our online store.
• Take initiative and self-start tasks, ensuring our Owner's administrative needs are being met proactively.
• Demonstrate a clear understanding of our company's processes and how your role fits into them.

6 Months:

• Be fluent in our operating style and able to work autonomously.
• Have successfully completed multiple project-based tasks, delivering them on time and with high quality.
• Assist our Owner with the delivery of multiple events, showcasing your ability to anticipate their needs and contribute to team success.
• Identify new projects or initiatives that can drive efficiency and grow the business, and help in implementing them once approved.

Qualifications & Skills:

• While this is not an event planning role (it is an Administrative Assistant position) a passion for and general understanding of event management or the event industry is an asset.
• 1-3 years experience in an Administrative Support or Executive Assistant Role
• Proficiency in Microsoft Office Suite, GoogleDocs, Canva, and GoDaddy web management tools.
• Familiarity with Social Media Platforms and content scheduling tools.
• Strong organizational skills and attention to detail.
• Excellent self-starter & team player, able to work under minimal direction but receptive to feedback and direction when required.
• Ability to manage multiple tasks simultaneously.
• Excellent communication and interpersonal skills.
• Must possess a valid driver's license and have access to a vehicle.
• You must have your own laptop.
• Must be able to speak, write & read English fluently.
• Legally able to work in Canada

Hours and Environment:

• Part Time - Contract Position (up to 30 hours a week), with an average of 20 hours per week.
• Flexibility is essential, as hours may vary depending on event schedules.
• Ability to work from home, in the office, and on-site at events as required.
• Candidates must be based in Regina, Saskatchewan, Canada.
• This position offers the opportunity to grow into a full-time role based on a self-starting attitude and willingness to take on additional responsibilities.
• Wage: $17 - $20/hour depending on experience.

If you are ready to rock and roll as a member of our team, show us what you're made of! Please send your resume and cover letter. Resume's and cover letters can be addressed to Jennifer Santbergen.

Thank you for your interest in joining Creative Concepts Events & Designs.