Administrative Assistant

Kelowna Women in Business (KWIB) is seeking a proactive and detail-oriented Administrative Assistant.

The ideal candidate will play a key role in supporting the board and ensuring smooth operations across various administrative tasks including: managing membership data, overseeing communication channels, coordinating events, and handling digital content such as social media, website updates, and newsletters.

Previous experience in Google workspace, Wordpress, Asana, Loomly/Rella, MembershipWorks, Meta Business Suite, Canva and Mailchimp would be an asset.

This is a contract position for approximately 10-15 hours weekly. Rate: $30/hour starting as soon as possible.

Please contact [email protected] for more information or to submit your resume.

Key Responsibilities:

1. Email Management:

• Filter and prioritize incoming emails on behalf of the board.
• Draft and send responses to routine inquiries, escalating more complex matters to the appropriate person.

2. Membership Management:

• Track and manage membership status and renewals, ensuring accurate data is maintained in the membership system (MembershipWorks).
• Provide support for members, answering inquiries related to their membership and benefits.

3. Social Media & Communication:

• Manage KWIB's social media platforms (Facebook, Instagram, LinkedIn, etc.), including posting regular updates, responding to messages, managing private groups and engaging with the community.
• Monitor and respond to social media comments and direct messages, representing KWIB’s values and mission.

4. Sponsorship Administration:

• Administer sponsorship agreements and processes, ensuring sponsors are acknowledged appropriately in all relevant materials.
• Assist with the development of sponsorship packages and materials.

5. Bill Processing & Financial Administration:

• Process incoming bills and invoices, track payments, and assist with basic budgeting and financial reporting.
• Work with the Treasurer and other staff members to ensure timely payment and financial accuracy.

6. Event Coordination:

• Coordinate and support logistics for KWIB events (virtual, hybrid, and in-person), including venues, catering, registration, and event marketing.
• Assist with the planning of workshops, networking sessions, and community outreach initiatives.

7. Website Updates:

• Update the KWIB website with relevant content, including event listings, blog posts, and member highlights.
• Work with the team to ensure website content is updated and aligned with organizational goals.

8. Newsletter Creation & Distribution:

• Create and distribute regular newsletters to KWIB members, highlighting upcoming events, member achievements, and relevant news.

Required Qualifications:

Education & Experience:

o High school diploma or equivalent (post-secondary education in business

administration, communications, or a related field is an asset).

o Minimum of 2 years’ experience in an administrative or office support role.

Technical Skills:

• Proficient in Google Workspace (Docs, Sheets, Gmail, etc)
• Familiarity with social media platforms (Facebook, Instagram, LinkedIn, etc.) and social media management tools (Meta Business Suite, Loomly, Rella, etc.).
• Experience with website content management systems (e.g., WordPress) and email marketing (Mailchimp) is preferred.
• Proficient in Canva.

Organizational & Communication Skills:

• Exceptional organizational skills with a keen eye for detail.
• Strong written and verbal communication skills, with the ability to interact professionally with a variety of stakeholders.
• Ability to manage multiple tasks and priorities in a fast-paced environment.

Team-Oriented:

• Ability to collaborate effectively with team members, volunteers, and board.
• Self-motivated with the ability to work independently.

Preferred Skills:

Event Planning:

• Experience in event planning and coordination, particularly in a non-profit or membership-driven environment.

Creative Abilities:

• Basic graphic design skills (e.g., Canva) to assist in creating social media graphics, newsletters, and event materials.

Fundraising or Sponsorship Experience:

• Experience in managing sponsorships or fundraising campaigns for non-profits or community organizations.

Mentorship & Networking:

• Interest or experience in mentorship programs, coaching, or professional networking, particularly within the women-in-business community.

Financial Acumen:

• Experience with basic accounting, invoicing, and financial tracking systems.

Additional Information:

Work Hours: Part-time with opportunity to expand the role.

Compensation: $30/hr.

Location: Primarily remote with occasional in-person meetings and events in Kelowna.