The Office of Vice-President Academic and Research is seeking an Administrative Assistant to provide administrative support for the planning, organizing, and follow-up of the 6^th Palmer Conference on Public Sector Leadership, which will be held August 14-15, 2019. The candidate will be a professional with demonstrated skills in project coordination, research administration, priority setting, and time management. Reporting to the Conference Coordinator (Dr. Don Desserud), the ideal candidate is highly self-motivated and has demonstrated excellence in the management of projects, conferences and other similar events in a university or NGO setting.

RESPONSIBILITIES:

Under the direction of the Conference Coordinator, the Palmer Conference Administrative Assistant will:

Pre-Conference

• Liaise with internal and external marketing and PR colleagues to promote the event
• Communicate (via telephone, email, regular mail, and other means as necessary) with all conference stakeholders and vendors, including but not limited to:
  • invited speakers, delegates, inquirers
  • potential and actual sponsors
  • relevant government officials and figures
  • internal UPEI stakeholders  (departments such as finance, research, legal, decanal, conference services, communications, as well as faculty and staff as required)
  • translators as well as video and sound services
  • external vendors for contract development, implementation and tracking of deliverables

• Assist in the preparation and distribution of conference-related literature
• Maintain the conference budget and review of sponsor claims and financial reports
• Liaise with UPEI events management and the Travel Store regarding venue, accommodation and travel bookings
• Prepare delegate packs

Conference

• Be physically present throughout the entire event to handle client’s needs and queries and to make sure that the event runs smoothly
• Coordinate and supervise conference volunteers, including students
• Provide liaison services between with video, sound, and translation services, and UPEI IT services

Post-Conference

• Collect feedback from speakers/resource persons and delegates
• Oversee the dismantling and removal of all items, structures, equipment brought in for the event from the venue, and liaise with UPEI Physical Plant services to ensure such dismantling
• Continue managing budget and ensuring vendors and speakers’ expenses are paid
• Assist the Conference Coordinator in the preparation of a post-evaluation of the event
• Prepare final financial and written reports for funders

QUALIFICATIONS:

• Applicants will hold an undergraduate degree or completion of a post-secondary program in Office Administration and have a minimum of two (2) years’ experience managing events/conferences involving stakeholders and guests
• Experience in maintaining budgets and contracts preferably gained from working in a university  department or faculty setting
• Experience working with university, government, and community agencies will be considered an asset
• Excellent written, verbal, and inter-personal communication skills
• Familiarity of UPEI processes, systems, and regulations will be considered an asset