Office Coordinator

Job Title: Office Coordinator

Reports to: General Manager

Organization Overview: The Arctic Winter Games (AWG) are a bi-annual world class sporting and cultural event, with 2,000 participants and an equal number of volunteers from around the circumpolar north. Designed to celebrate the unique sports and cultural heritage of the Arctic, this multisport event showcases 20+ traditional and non-traditional sport competitions as well as a weeklong cultural exchange program. The Whitehorse 2026 Arctic Winter Games Host Society was formed to plan and deliver the 2026 Arctic Winter Games.

Position Overview: The Office Coordinator will play a pivotal role in ensuring the smooth and efficient operation of our organization. This position offers an exciting opportunity to support various divisions, manage administrative tasks, and contribute to the success of the 2026 Arctic Winter Games.

Key Responsibilities:

1. Administrative Support:

• Provide administrative assistance to the management team, including scheduling meetings, coordinating travel arrangements and managing calendars.
• Prepare and distribute internal communications, memo’s, agenda’s, briefing notes and reports as needed.
• Maintain organized filling systems for documents, contracts and records.
• Respond promptly to general public inquiries in a professional and courteous manner.

1. Office Operations:

• Oversee office supplies inventory and place orders as necessary to maintain adequate stock.
• Manage incoming and outgoing mail, including assisting with equipment or supply shipments.
• Address general inquires ensuring a professional and welcoming environment.

1. Event Logistics Assistance:

• Assist with the planning and execution of 2026 Arctic Winter Games and events leading up to the games, including coordinating venue bookings, equipment rentals and transportation logistics.
• Communicate with vendors, sponsors and external partners to ensure event success.

1. Database & Records Management:

• Maintain accurate and up-to-date databases as requested or required.
• Assist with data entry, ensuring completeness and accuracy of information.
• Generate reports as requested.

1. Financial Administration:

• Assist with invoice processing, expense tracking and budget management.
• Support financial reporting activities including preparing documentation for other government or non-government agencies as required.

1. Cross-Divisional Collaboration:

• Collaborate with the different games divisions, including Athlete Experience, Sponsorship, Marketing & Communications, Community Engagement, Culture and Volunteers to support initiatives and projects.
• Participate in team meetings, contribute ideas and provide feedback to improve processes and procedures.

Qualifications:

• ● Minimum 5 years experience in office administration, event coordination or similar role.
• ● Strong organizational skills with the ability to prioritize tasks and manage multiple projects simultaneously.
• ● Excellent communication and interpersonal skills with a strong customer service-orientated approach.
• ● Proficiency in Microsoft Office and Google Suites.
• ● Detailed-oriented mindset with a high level of accuracy in data entry and record keeping.
• ● Ability to work independently with minimal supervision and collaborate effectively in a team environment.
• ● Willingness to work flexible hours, including evenings and weekends as required.

Conditions of Employment:

• Office hours may fluctuate at different points during the planning process leading up to the Games but will normally not exceed 40 hours per week.
• All applicants must be legally entitled to work in Canada at the time of application.
• Criminal Records Check with Vulnerable Sector Verification required for all positions.
• Credential checks may be required.

Term: May 2024 – April 2026

Salary Range: $60,000 - $75,000

We thank all who apply, however, only those selected to proceed in the recruitment process will be contacted.

Important Note:

• Relocation assistance maybe considered.
• Housing costs will not be provided.
• The Host Society reserves the right to change, amend or disuse this job description at any time. This document is intended to provide an overview of the required responsibilities and qualifications.