Have you always wanted to be an Event Planner and work from home with flexible hours?  Why not apply for the Executive Administrator Position with the Whitecourt Trailblazers Snowmobile Club.  This position gives you lots of opportunities to co-ordinate and work with volunteers in a fun environment – best of all you get to promote a local non-profit organization that loves to play in the snow.  The Club is looking for a well organized, independent, easy going individual that is flexible with working 8 months throughout the fall and winter approximately 10-15 hours a week and in the summer-season a few hours a month with lots of time to enjoy the sun.  In the winter months, there are periods of increased hours around events such as our Annual Family Snowmobile Rally in February. 

This is an annual contract paid position based on hours worked.  Wage is dependent upon experience.

You must be willing to work and report to a volunteer Executive Board who governs managed snowmobiling and trails in and around Whitecourt.  Must have great communication skills and be able to deal with the public.  You will possess administration experience working in computer literacy and navigate social media.  Experience working with governments is an asset (local and provincial).   Have creativity in developing posters, expressive writing and photo displays.  Event Co-Ordination experience in developing, hosting and completing Events is required.  Experience in grant writing, managing agreements, applying for licensing, insurances, financial reporting and trail use approvals would be an asset.   Having an interest in Sledding is desirable. 

Detail Duties:

Day to Day Operations

• Reporting/Sharing information to Executive
• Check and sharing Social Media and emails for member enquiries. Monitor social media for unwanted verbiage from members or other negative comments.
• Postings for members – Trail Report, Thank Yous, updates for events, happenings, meetings, member recognition, sharing of other related items from other Clubs. Ensuring that the postings are within our guidelines, kind and non-confrontational and positive outlooks. 
• Communicating with Executive/Club regarding any activities on the trails that need to be addressed, safety updates, relaying messages/emails to appropriate Director.
• Ensure we are adhering to our Bylaws
• Attend in-person, zoom or phone call meetings as needed

Monthly Meetings

• Co-ordinate Executive and General Monthly Meetings – invites/bookings (September to April)
• Attend all meetings
• Minute taking, Creating Agenda packages with attached supporting documents
• Arrangements for special presentations

Project Based

• Special projects for Club – eg: Events – World Snowmobile Invasion, Anniversaries, Member retirement
• Facility enhancements (repairs & development)
• Presentations as requested by Government – Tourism
• Communication – developing letters, memos and updates on project

Licenses/Applications/Insurances/Agreements

• Apply for AGLC Liquor Licenses, online raffles, casino licenses
• TFA’s for events and trail work with Government
• Working with Insurance company annually for Director, Facility, Equipment and Event insurance
• Update Contracts/Agreements with Government as required – Facilities, trails

Grant Writing

• Apply, upon Grant approval compile information and complete Final Reporting
  • Apply for grants available through Alberta Snowmobile Association, Travel Alberta, Alberta Government, Alberta Tourism, Town of Whitecourt, Woodlands County and Government of Canada

Event Coordinating

• Co-ordinating and attending all Events throughout the season. Working with volunteers, Executive Members, sponsors, donators, booking venues, catering, etc.  Publicity of event, Thank Yous.

Fundraising/Donations/Sponsorships

• Fundraising Co-ordination
• Working with Volunteers
• Approaching various organizations, businesses & government (local, municipal & provincial)
• Ensuring that the event/activity is funded as needed
• Communicating with Executive/Club regarding status of fundraising

Volunteers

• Working and supporting Executive Volunteers
• Co-Ordinating Volunteers for events, work bees, fundraisers

Publicity/Advertising

• Developing posters and pamphlets for events, trails, information,
• Working with Graphic Partner on season posters and website updates
• Minor updates on the website – posts, posters, events, safety

Record Keeping

• Retaining records such as licenses, applications, grant appts, insurances etc.
• Volunteer and event planning information

Finance

• Work within budgets
• Work closely with Treasurer on events, activities, publicity/promotions, grants, licenses, applications and insurances.
• Working with the Forest Interpretive Centre regarding Group Camping Bookings (May to September. Will charge renters via Eventbrite). 
• Work with Membership Co-Ordinator regarding Annual Memberships

Working with Provincial Snowmobile Organization – Alberta Snowmobile Association

• Work with the Snowmobile Association as required
  • Annual Reports for volunteer hours, equipment
  • Attend Annual and Semi-Annual Meetings in Edmonton
  • Work with zone rep for reporting monthly updates

Working with The Golden Triangle – 3 Clubs, 6 Municipalities

• Attend meetings of the Golden Triangle
• Share trail/event information
• Communicate back to Club any updates with The Golden Triangle
• Work with 2 other Snowmobile Clubs on events or activities – Swan Hills Snow-Goers and Fox Creek Northland Sno-Goers