Program Assistant - Events & Engagement

at  Zero Emissions Innovation Centre

JOIN US!

We’re passionate about making progress on climate action and committed to making a positive difference in communities. Keen to join a caring, capable, and committed team doing great work on the path to net zero?
Please apply with a COVER LETTER and RESUME, combined into a single file.
Applications submitted without a cover letter will not be considered.

POSITION REQUIREMENTS:

Education & Experience:

• Graduation from a recognized post-secondary institution, diploma or specialized training program;
• Minimum 1 year of experience in engagement, event coordination and/or program administration;
• An equivalent combination of education, training, and experience; and
• Education and/or experience relevant to climate action would be an asset.

Knowledge, Skills & Abilities:

• Liaises in a professional and courteous manner with senior leaders, directors, staff, external partners, and vendors to fulfill event coordination and logistics;
• Communicates in a timely, compelling, succinct, clear, and reliable manner (both verbally and in writing) with internal and external actors;
• Demonstrates excellent time management skills to prioritize and complete assignments in a manner that is adaptable and optimizes effectiveness across the organization;
• Works independently and pro-actively to ensure strong and effective event coordination and administrative systems are in place to support events and related initiatives;
• Practices care and thoroughness when maintaining, monitoring, calculating and summarizing data, records and budget information;
• Adept in the use of software and virtual engagement platforms applications to create a variety of documents and presentations and repositories for organization information management, including:
• Experience and skill with Microsoft Teams, Microsoft Office, SharePoint, Zoom, OneDrive, project management tools, and Customer Relationship Management platforms,
• Advanced skills in word processing, spreadsheets and presentations using applications such as MS Word, Excel, PowerPoint, and Outlook;
• Experience with graphics and virtual whiteboard tools (such as Miro, Mural) would be an asset;
• Experience supporting the design and facilitation of online/in-person events would be an as asset; and
• Exercises considerable judgment, tact and discretion and fosters positive and respectful relationships internally and externally, with a collaborative, can-do approach, and strong service and solutions orientation.

Candidates must have current eligibility to work in Canada. ZEIC is an equal opportunity employer and welcomes applicants from diverse backgrounds and with non-traditional qualifications. We care about and have policies to support equity, diversity and inclusion and a respectful workplace.

OTHER REQUIREMENTS:

• Candidates must have current eligibility to work in Canada;
• Willingness to travel for events, mostly within Metro Vancouver, as needed. A driver’s license would be asset;
• Willingness to do occasional evening and weekend work and to shift hours of work to accommodate events;
• Ability to work in a hybrid workplace (2 office days/wk); and
• Flexible and part-time arrangements will be considered.
  ZEIC is an equal opportunity employer and welcomes applicants from diverse backgrounds and with non-traditional qualifications. We care about and have policies to support equity, diversity and inclusion and a respectful workplace.
  Position term: Two-year contract
  Compensation: Range $57,903 - $81,064 per year + vacation and generous health, wellness, and RRSP benefits.
  ZEIC acknowledges and is honored to work on the unceded and traditional lands of the xʷməθkʷəyəm (Musqueam), Sḵwxwú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples.
  Only those shortlisted for an interview will be contacted. We thank everyone for taking the time to apply.
  Job Types: Full-time, Fixed term contract
  Contract length: 24 months
  Pay: $57,903.00-$81,064.00 per year

Benefits:

• Dental care
• Employee assistance program
• Extended health care
• Flexible schedule
• Life insurance
• On-site gym
• Paid time off
• RRSP match
• Vision care
• Wellness program
• Work from home

Flexible language requirement:

• French not required

Schedule:

• Monday to Friday
• Weekends as needed

Application question(s):

• Have you submitted a cover letter?

Education:

• Bachelor’s Degree (preferred)

Licence/Certification:

• Driver’s licence (preferred)

Work Location: Hybrid remote in Vancouver, BC V6B 4N6
Application deadline: 2025-02-0

POSITION PURPOSE & FUNCTION:

The Program Assistant, Events & Engagement role provides essential support for diverse program areas within ZEIC. To help mobilize and scale climate action, ZEIC runs numerous network-based programs including the Zero Emissions Building Exchange (ZEBx), Building to Electrification Coalition (B2E), Carbon Leadership Forum BC (CLF BC), the Sustainable Workforce Coalition, and Women4Climate, among other initiatives. Through engagement and events, we foster peer-to-peer engagement and relationship-building, knowledge-sharing, capacity-building, collaboration and coordination of efforts.
Working with ZEIC’s Directors and Program Managers, key duties include: (1) responsive and harmonized event planning, coordination and implementation for diverse program events and engagement efforts (e.g., online convenings and webinars, small in-person gatherings, and large public-facing events); (2) preparation of materials for events, note-taking and facilitation support during events and collation and analysis of post-event evaluations, learning and insights; and (3) general program administration and assistance, as required.
The position reports to the Director of Grants, Programs & Engagement.

DUTIES & RESPONSIBILITIES:

Duties and responsibilities will include the following focus areas:

(1) Administrative Systems for Engagements & Events:

• Manages ZEIC’s organization-wide events schedule, screening for potential conflicts with internal or external events and opportunities for synergies between events;
• Develops and maintains a variety of resources and tools to support effective event management, such as event preparation checklists, master lists for venues and vendors;
• Monitors program in-boxes and responds to inquiries;
• Supports the creation and upkeep of event plans, material preparations, run of show documents as tools and resources for future events.

(2) Engagement and Event Planning and Implementation:

• Plays a lead and/or support role in coordinating engagements and events from start to finish;
• Coordinates event scheduling, communications, and travel arrangements (where needed) to ensure internal and external participants are informed and prepared;
• Engages with the Communications Team to coordinate the development and distribution of promotional and marketing materials, graphics and related activities;
• Manages event attendance (e.g. Eventbrite, Outlook);
• Coordinates set-up and provides in-meeting support for virtual meeting platforms (e.g. MS Teams, ZOOM, including hosting, tech support, attendee management, audio and/or video recording management, and related tasks;
• Supports in-person event planning, budget preparation and serves as the main point of contact and coordinator of logistics related to venues, catering, room layouts, guest check-in, technical set-up and support, and other tasks, as needed;
• Provides note-taking and supports event moderation and/or facilitation, as needed.

(3) Post-Engagement and Event Planning Activities:

• Manages post event surveys, material distributions and communications and collates event insights, feedback and metrics to support reporting and program planning;
• Manages post- event issuing of professional development and/or continuing education credits for participants, as required;
• Provides general program engagement and administration support, as needed;

(4) General Program Support:

• Provides general program administration support, as needed;
• Other duties, as required.