Employment Opportunity

Employment Opportunity: Baynes Sound/Lambert Channel Ecosystem Forum Coordinator

Workload:   Seasonal.  5-10 hours/month is routine, 60 hours/month for events

Rate:    $30 / hr.

Start Date:   August 2022

End Date:   Ongoing, subject to performance review

Location:   Remote, but onsite in Deep Bay during events

Please submit cover letters and resumes to info@bayneslambertecoforum.ca by August 14th, 2022.

Job Description

Event Planning

  • Organize two 1-day forums per year in May and November
  • Book venue, catering, minute-taker, technical support, and facilitator
  • Prepare Forum agenda in consultation with the Steering Committee and the Facilitator
  • Prepare digital invitations, respond to RSVPs, and confirm participant food allergies and dietary restrictions, update participant excel spreadsheet as RSVPs come in
  • Provide logistics support on the day of the forum

Steering Committee Support

  • Schedule approximately eight Steering Committee meetings per year via Doodle Polls
  • Log into the Forum’s Zoom Pro Account to host those Steering Committee meetings
  • Prepare draft agendas for the meetings and take draft minutes
  • Send draft agendas and draft minutes to Steering Committee members prior to meetings
  • File approved agendas and approved minutes in the Google Drive archive
  • Some familiarity with Robert’s Rules is helpful, but not essential

Administrative Support

  • Check the EcoForum Gmail account at minimum once per week during slow periods, and check email every other day leading up to Forums, Steering Committee meetings, and funding application deadlines
  • Make Steering Committee members aware of requests, questions, or concerns that come in via the EcoForum Gmail
  • Support Steering Committee in submitting funding applications and liaising with funders such as Islands Trust and CVRD, among others
  • Support Steering Committee in seeking out new funding opportunities, as needed
  • File a copy of all submitted funding applications in our Google Drive archive to use as templates for following years
  • Support Treasurer by forwarding along invoices, and filing all expense invoices and receipts in our Google Drive archive

Drafting Documents

  • After each EcoForum, an approximately 12-page Summary Report will need to be drafted based on the minutes provided by the minute-taker, as well as any PowerPoint presentations provided by the speakers, and available recordings
  • The Steering Committee may call on the coordinator to support in the drafting of funding applications or informational materials

Technical Support (Preferred)

  • Use WordPress to update the website, as needed
  • Convert PowerPoints to PDFs to add to website after each EcoForum
  • Upload reports, articles, and PowerPoint presentations to the website’s downloadable archive

Software Proficiency Required

  • Doodle Polls
  • Zoom Video Conferencing
  • Google Drive
  • Gmail
  • Microsoft Suite / Google Suite (Word, Excel, and PowerPoint)
  • WordPress website management systems (preferred, but not crucial)