Administrative Assistant

Who we are...

The Pacific National Exhibition is an iconic institution in BC, famous for bringing generations of people together to celebrate and build memories. This 116-year-old, non-profit organization has an annual operating budget of over $70 million dollars and generates revenue through four activity streams: the 15 day annual summer Fair which averages more than 700,000 people annually, Playland amusement park which welcomes 400,000 guests annually including Fright Nights, and a busy year-round portfolio of events including concerts, trade shows and film, cultural and community events. In total we bring over 2 million people through the site each year. The fourth activity stream is park care and facility maintenance. The PNE is proud of the work it does at Hastings Park and has a vibrant team that is passionate about events, guest experience and delivering memorable experiences.

At the PNE, we strive to create an environment that reflects our organization's core values: Enthusiasm, Excellence and Evolution. With a focus on these core values, we are committed to achieving our mission which is to "Deliver Memorable Experiences" for all who interact with the PNE whether it is our guests, our employees or the community.

The Administration Assistant will report to the Executive Assistant & Manager of Corporate Administration. This position plays a critical role in linking our daily administration activities and will need to have a high degree of attention to detail, project coordination skills, exceptional customer service, confidentiality and align to organizational process, templates, and standard operating procedures.

Our ideal candidate will be an individual that enjoys administrative tasks, is technically proficient, enjoys contributing to a high performing team and has great interpersonal skills.

Why join our Team?

• Exhilarating and fun-loving culture
• Flexible work environment
• Opportunity for free or discounted tickets to shows, events, sports games, and much more
• Staff discounts for Playland, The Fair, and Fright Nights, as well as all PNE Food Stands
• Competitive compensation package
• Opportunity to create lasting memories and friendships!

What will you do this year?

In conjunction with the Executive Assistant & Manager of Corporate Administration, the duties for this position include but are not limited to:

General Administration & Reception

• Administration tasks including filing, photocopying, and postage (maintain & fill as needed).
• Develop & manage confidential excel & Momentus databases.
• Report & presentation coordination in standardized templates and formats.
• Provide break relief for PNE reception and coverage if necessary.
• Take, transcribe (all formats) and distribute minutes of meetings as directed.
• Maintain photocopy room, office supplies and arrange service requests as needed.
• Maintain Admin lunchroom, turning on dishwasher at the end of the day and emptying in the morning, ensuring adequate supplies and ordering more when needed.
• Order corporate business cards as needed.
• Gift basket/thank you card coordination as needed.

Sales Administration

• Supports sales & corporate partnerships with:
• Client documentation support including background/credit research, contracts event memos, invoicing and survey distribution & reporting.
• Attendance tracking for annual report.
• Weekly cross checks for consistency of event details between all PNE websites, FAQs and signage.
• FAQ facilitation & distribution with support from TicketLeader.
• Sales venue, competitor and lead research, data entry for Momentus.
• Reconciling expense statements for senior managers.

Community Administration

• Supports Account Manager Facility Sales with:
• Coordinating the community ice clients by managing the client bookings, contracts, invoicing, payments and communication to operations.
• Supports Communications & Community Engagement Manager with:
• Distribution of community donations.
• Community outreach meetings coordination and communications.
• Internal and external communication materials.

What else?

• Must have successful completion of Grade 12.
• Must have a minimum of 4 years of work experience within an administrative capacity.
• Successful completion of an Administrative Certification program considered an asset.
• Must have advanced proficiency in computer applications including but not limited to MS Office Suite, Teams with a minimum typing speed of 50 words per minute.
• Must have a keen attention to detail with strong written and verbal communication skills, including but not limited to:
• Excellent customer service skills (communication skills both written (email/letters etc.) and verbal (phone) and can manage thru difficult/conflict conversations with clients.
• Excellent knowledge of business English, punctuation, grammar and vocabulary.
• Must have strong time management skills with:
• Ability to perform assigned tasks within expected deadlines, utilizing prescribed work methods and procedures.
• Ability to take initiative to be proactive with the ability to function with some independence and under pressure and ability to meet multiple service demands as the same time.
• Flexibility to easily accept changing priorities and tasks as delegated.
• Ability to follow established procedures and to use initiative and judgment as required.
• Ability to deal with confidential matters and use discretion.
• Ability to facilitate gathering information from multiple departments.
• Must be available to work from 8:30AM - 4:00PM, Monday - Friday.
• Must be available to work on-site in this role.
• Candidates must undergo a Criminal Record Check.

Who are you?

• Team player.
• Committed to striving for excellence.
• Skilled at time management.
• Organized and detail oriented.

Where and when to APPLY?

Applications can be submitted via the PNE website at www.pne.ca/jobs and will be accepted until the role is filled.

The PNE is proud to be an equal opportunity employer, committed to creating an inclusive workforce that reflects the diverse community we proudly serve. All applicants will receive consideration for employment without regard to race, colour, national or ethnic origin, religion, sex, sexual orientation, gender identity or expression, disability, or age. If you require any support or accommodations throughout any stage of the recruitment process, please contact the People & Culture Department at hr@pne.ca .