Member Services Assistant

POSITION OVERVIEW
The Member Services Assistant (PD/Events) provides administrative support to ensure the efficient planning and execution of CBABC professional development and networking events along with other member services and programs. The ideal candidate has strong administrative experience and superior customer service and organizational skills. You must be a great communicator, a strong team player, excellent at managing your time, detail-oriented, and able to handle pressure while always demonstrating tact and diplomacy.

Reports to:

Manager, Conferences & Events

Direct Reports:
None

KEY RESPONSIBILITIES
Pre-Program Administration

Monitor registrations and respond to attendee inquiries, including payments, refunds, dietary restrictions and accommodation requests.
Create, edit, test and troubleshoot registration pages, post-program surveys and attendee communications.
Create Zoom webinars/meetings for hybrid and virtual events.
Coordinate speaker logistics, including travel, accommodations, gifts, honoraria and event instructions.
Secure Law Society of BC accreditation for programs.
Track and follow up on speaker materials and requirements, including biographies, headshots, presentation slides, authorization forms, accessibility accommodations and audiovisual needs.
Prepare and assemble day-of materials such as nametags, registration supplies, speaker packages, signage, branded materials, gifts, audiovisual equipment and other required inventory.
Support the Manager, Sections & Professional Development by providing applicable administrative support for virtual PD programs.

Day-of Program Support

Set up and organize the registration area, including nametags, attendee lists, seating information, dietary restriction indicators, signage and registration supplies.
Provide welcoming and responsive attendee service, answer questions and address or elevate registration, seating, dietary and logistical issues.
Provide live support during webinar programs by troubleshooting basic technical issues.
Monitor inboxes for last-minute attendee, speaker and logistical communications.
Support event wrap-up by collecting reusable materials, signage, nametags, equipment and supplies and preparing them for return or storage.
Liaise with venue staff as needed

Post-Program Administration

Prepare and distribute follow-up communications to sponsors, speakers and participants
Compile registration, attendance, survey and operational data for post-event reporting
Assist with event debriefs and sponsor fulfillment reports, documenting outcomes and opportunities for improvement.
Prepare virtual programs for on-demand or rebroadcast delivery, including creating and updating registration pages.
Update event databases and maintain complete, accurate records for future planning and reference.

General Administration

Respond to inquiries by email, phone and in person, providing assistance or directing inquiries to the appropriate CBABC contact or resources.
Maintain shared event inboxes by responding to, organizing, filing and escalating communications according to established procedures.
Prepare agenda for team meetings; take meeting minutes and distribute to stakeholders
Follow-up on outstanding balances, refunds, invoices and payments
Monitor event materials and office supplies, including signage supplies and nametag materials, and coordinate replenishment as needed.
Provide administrative support and team coverage during peak periods while communicating competing priorities and workload concerns.
Provide administrative backup to other team members when required.

EXPERIENCE AND QUALIFICATIONS
3 years of relevant administrative, customer service, event or program support experience, or an equivalent combination of education and experience.
Experience supporting events, conferences, professional development programs or similar programs is an asset.
Excellent customer service, interpersonal and written communication skills, with the ability to communicate professionally with a variety of stakeholders.
Strong attention to detail and proofreading skills, with demonstrated ability to maintain accurate records and manage detailed or confidential information.
Demonstrated initiative and ability to follow tasks through to completion, identify outstanding items and elevate issues when appropriate.
Strong problem-solving skills and sound judgment, including the ability to respond professionally to changing priorities and unexpected issues.
Proficiency with Microsoft 365 applications,…