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 president@kwib.org 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.
