EVENTS PLANNER (AR2)
CONVENTIONS, CONFERENCES & TRAVEL DEPARTMENT
JOB ID: UWU021
This position reports to the Executive Director Finance and Operations and is responsible for planning and executing various conferences and events for the union, participating in the planning the union's triennial convention and assisting with the travel and accommodation of union members and staff for union business and attendance at events, conferences and conventions of other labour institutions.
This position is based at our Burnaby office, located at 4911 Canada Way, Burnaby. The effective start date is to be determined.
DUTIES & RESPONSIBILITIES:
Convention & Travel Activities
- Organize and coordinate all aspects of BCGEU conferences / events – small to medium size conferences / events;
- Coordinate with internal and external stakeholders;
- Coordinate assigned activities within the Conventions & Travel department
- Negotiate contracts and agreements with third-party vendors;
- Prepare and monitor budgets for conferences / events;
- Review and authorize leaves of absence, advances, expense claims for members and staff;
- Review and authorize purchase orders and invoices for payment for payment processing;
- Assist in monitoring, tracking and summarizing union travel activity;
- Respond to and follow up with members with regard to discrepancies in expense claims and union policies and procedures;
- Conduct and attend meetings with outside organizations and facilities to ensure the appropriate accessibility and safety standards are in place;
- Plan other events and functions as required;
- Coordinating, arranging and booking all aspects of travel and hotel arrangements for staff and members travelling on BCGEU business, including domestic, international and group travel;
- Any other convention / event planning related activities; and
- When and where necessary:
- prepare of leave of absences, advances, and purchase orders;
- book flights, hotels, etc.; and
- submit invoices for authorization and payment processing.
Triennial Constitutional Convention
- Calculate delegate entitlements for conventions;
- Draft correspondence to and communicates with delegates, guests, committees, affiliates and staff;
- Liaise with other convention/conference administrator(s) to plan and arrange for the BCGEU's delegation participation;
- Oversee delegate/participant travel requirements; and
- Any other convention planning related activities.
Policies, Procedures, and Modernization
- Assist in updating policies and procedures;
- Ensure the union's financial and other policies and procedures are followed or adhered to; and
- Work with technical staff to identify convention software requirements;
Other
- Any other Conventions & Travel related activities as deemed necessary.
QUALIFICATIONS & EXPERIENCE:
The successful applicant will possess the following:
- Minimum of 10 years' experience planning large conventions and conferences;
- Minimum of 8 years' experience with creating and managing event budgets;
- 3-4 years' experience in high-volume online travel and hotel bookings;
- Experience negotiating contracts with event facilities, vendors and suppliers;
- Strong organizational skills with the ability to coordinate travel arrangements, determine delegate counts, book appropriate meeting facilities and accommodations, and assist with agenda planning;
- Good understanding of the purpose of a union convention and election process;
- Excellent written and oral communication skills – the ability to prepare concise written reports, and effectively communicate with union leadership, union members and staff;
- Working knowledge of CVENT or other event registration platforms;
- Proficient in all Microsoft applications (Word, Excel, PowerPoint, etc);
- Ability to handle multiple priorities and work within time limits;
- Ability to deal with confidential and sensitive information.
Please note that temporary and probationary employees are not eligible for remote work arrangements.
Travel is required; therefore, applicants must hold a valid B.C. Driver's licence.
SALARY
Bi-weekly: $4,496.20 - $4,884.74
annual: $117,302.71 - $127,439.45
The BCGEU is committed to employment equity. Indigenous workers, workers of color, women, 2SLGBTQI+ workers, and workers with disabilities are encouraged to apply for positions with the BCGEU.
Please include only one attachment with your application. If you need to include both a cover letter and a resume, combine them into a single file before uploading. Please reference the Position Title and the Job ID in the subject line when submitting your application. Applications with multiple attachments may be rejected.
EVENTS PLANNER (AR2) CONVENTIONS, CONFERENCES & TRAVEL DEPARTMENT JOB ID: UWU021 This position reports to the Executive Director Finance and Operations and is responsible for planning and executing various conferences and events for the union, participating in the planning the union’s triennial convention and assisting with the travel and accommodation of union members and staff for union business and attendance at events, conferences and conventions of other labour institutions. This position is based at our Burnaby office, located at 4911 Canada Way, Burnaby. The effective start date is to be determined. DUTIES & RESPONSIBILITIES: Convention & Travel Activities Organize and coordinate all aspects of BCGEU conferences / events – small to medium size conferences / events; Coordinate with internal and external stakeholders; Coordinate assigned activities within the Conventions & Travel department Negotiate contracts and agreements with third-party vendors; Prepare and monitor budgets for conferences / events; Review and authorize leaves of absence, advances, expense claims for members and staff; Review and authorize purchase orders and invoices for payment for payment processing; Assist in monitoring, tracking and summarizing union travel activity; Respond to and follow up with members with regard to discrepancies in expense claims and union policies and procedures; Conduct and attend meetings with outside organizations and facilities to ensure the appropriate accessibility and safety standards are in place; Plan other events and functions as required; Coordinating, arranging and booking all aspects of travel and hotel arrangements for staff and members travelling on BCGEU business, including domestic, international and group travel; Any other convention / event planning related activities; and When and where necessary: prepare of leave of absences, advances, and purchase orders; book flights, hotels, etc.; and submit invoices for authorization and payment processing. Triennial Constitutional Convention Calculate delegate entitlements for conventions; Draft correspondence to and communicates with delegates, guests, committees, affiliates and staff; Liaise with other convention/conference administrator(s) to plan and arrange for the BCGEU’s delegation participation; Oversee delegate/participant travel requirements; and Any other convention planning related activities. Policies, Procedures, and Modernization Assist in updating policies and procedures; Ensure the union’s financial and other policies and procedures are followed or adhered to; and Work with technical staff to identify convention software requirements; Other Any other Conventions & Travel related activities as deemed necessary. QUALIFICATIONS & EXPERIENCE: The successful applicant will possess the following: Minimum of 10 years’ experience planning large conventions and conferences; Minimum of 8 years’ experience with creating and managing event budgets; 3-4 years' experience in high-volume online travel and hotel bookings; Experience negotiating contracts with event facilities, vendors and suppliers; Strong organizational skills with the ability to coordinate travel arrangements, determine delegate counts, book appropriate meeting facilities and accommodations, and assist with agenda planning; Good understanding of the purpose of a union convention and election process; Excellent written and oral communication skills – the ability to prepare concise written reports, and effectively communicate with union leadership, union members and staff; Working knowledge of CVENT or other event registration platforms; Proficient in all Microsoft applications (Word, Excel, PowerPoint, etc); Ability to handle multiple priorities and work within time limits; Ability to deal with confidential and sensitive information. Please note that temporary and probationary employees are not eligible for remote work arrangements. Travel is required; therefore, applicants must hold a valid B.C. Driver's licence. SALARY Bi-weekly: $4,496.20 - $4,884.74 annual: $117,302.71 - $127,439.45 The BCGEU is committed to employment equity. Indigenous workers, workers of color, women, 2SLGBTQI+ workers, and workers with disabilities are encouraged to apply for positions with the BCGEU. Please include only one attachment with your application. If you need to include both a cover letter and a resume, combine them into a single file before uploading. Please reference the Position Title and the Job ID in the subject line when submitting your application. Applications with multiple attachments may be rejected.
EVENTS PLANNER (AR2) CONVENTIONS, CONFERENCES & TRAVEL DEPARTMENT JOB ID: UWU021 This position reports to the Executive Director Finance and Operations and is responsible for planning and executing various conferences and events for the union, participating in the planning the union’s triennial convention and assisting with the travel and accommodation of union members and staff for union business and attendance at events, conferences and conventions of other labour institutions. This position is based at our Burnaby office, located at 4911 Canada Way, Burnaby. The effective start date is to be determined. DUTIES & RESPONSIBILITIES: Convention & Travel Activities Organize and coordinate all aspects of BCGEU conferences / events – small to medium size conferences / events; Coordinate with internal and external stakeholders; Coordinate assigned activities within the Conventions & Travel department Negotiate contracts and agreements with third-party vendors; Prepare and monitor budgets for conferences / events; Review and authorize leaves of absence, advances, expense claims for members and staff; Review and authorize purchase orders and invoices for payment for payment processing; Assist in monitoring, tracking and summarizing union travel activity; Respond to and follow up with members with regard to discrepancies in expense claims and union policies and procedures; Conduct and attend meetings with outside organizations and facilities to ensure the appropriate accessibility and safety standards are in place; Plan other events and functions as required; Coordinating, arranging and booking all aspects of travel and hotel arrangements for staff and members travelling on BCGEU business, including domestic, international and group travel; Any other convention / event planning related activities; and When and where necessary: prepare of leave of absences, advances, and purchase orders; book flights, hotels, etc.; and submit invoices for authorization and payment processing. Triennial Constitutional Convention Calculate delegate entitlements for conventions; Draft correspondence to and communicates with delegates, guests, committees, affiliates and staff; Liaise with other convention/conference administrator(s) to plan and arrange for the BCGEU’s delegation participation; Oversee delegate/participant travel requirements; and Any other convention planning related activities. Policies, Procedures, and Modernization Assist in updating policies and procedures; Ensure the union’s financial and other policies and procedures are followed or adhered to; and Work with technical staff to identify convention software requirements; Other Any other Conventions & Travel related activities as deemed necessary. QUALIFICATIONS & EXPERIENCE: The successful applicant will possess the following: Minimum of 10 years’ experience planning large conventions and conferences; Minimum of 8 years’ experience with creating and managing event budgets; 3-4 years' experience in high-volume online travel and hotel bookings; Experience negotiating contracts with event facilities, vendors and suppliers; Strong organizational skills with the ability to coordinate travel arrangements, determine delegate counts, book appropriate meeting facilities and accommodations, and assist with agenda planning; Good understanding of the purpose of a union convention and election process; Excellent written and oral communication skills – the ability to prepare concise written reports, and effectively communicate with union leadership, union members and staff; Working knowledge of CVENT or other event registration platforms; Proficient in all Microsoft applications (Word, Excel, PowerPoint, etc); Ability to handle multiple priorities and work within time limits; Ability to deal with confidential and sensitive information. Please note that temporary and probationary employees are not eligible for remote work arrangements. Travel is required; therefore, applicants must hold a valid B.C. Driver's licence. SALARY Bi-weekly: $4,496.20 - $4,884.74 annual: $117,302.71 - $127,439.45 The BCGEU is committed to employment equity. Indigenous workers, workers of color, women, 2SLGBTQI+ workers, and workers with disabilities are encouraged to apply for positions with the BCGEU. Please include only one attachment with your application. If you need to include both a cover letter and a resume, combine them into a single file before uploading. Please reference the Position Title and the Job ID in the subject line when submitting your application. Applications with multiple attachments may be rejected.
TEMPORARY ADMINISTRATIVE ASSISTANT – FRASER VALLEY AREA OFFICE JOB ID: MU040 Job Summary We are seeking a highly organized and detail-oriented temporary Administrative Assistant to join our Fraser Valley Area Office team. Reporting to the Director, the temporary Administrative Assistant will provide administrative support across a variety of functions, including document processing, meeting coordination, travel arrangements, and maintaining filing systems. The successful candidate will have a high degree of accuracy, strong organizational skills, and the ability to handle multiple priorities in a fast-paced environment. The term of the assignment is 10 months or until the return of the incumbent. The successful candidate will have the following: Key Responsibilities: Document Processing & Drafting: Process and draft various documents such as letters, minutes, reports, and bargaining proposals. Deadline Management: Calculate and track deadlines for grievances, notices to bargain, and appeals to ensure timely action. Visitor & Phone Support: Respond to incoming phone calls and walk-in visitors, providing necessary assistance and information. Executive Support: Assist component/local executive with administrative tasks, coordination, and support as needed. Vote Coordination: Coordinate and prepare materials for strike/ratification votes, ensuring smooth execution. Travel & Meeting Coordination: Book meeting rooms, travel arrangements, and accommodations for staff and events. Mail Management: Prioritize and manage incoming mail, ensuring prompt distribution and follow-up. File & System Maintenance: Maintain organized filing systems and bring-forward systems to track key documents and deadlines. Education & Experience: 2-4 years of administrative experience in a similar role. High school graduation, supplemented by administrative training or relevant coursework. Proficient in Microsoft Word and Excel (intermediate to advanced skills). Knowledge, Skills & Abilities: Excellent organizational skills with attention to detail and the ability to prioritize tasks effectively. Strong attention to detail and organizational skills. Ability to work within time limits and manage multiple tasks simultaneously, and work independently and as part of a collaborative team, providing proactive support and anticipating needs. Professional phone etiquette and interpersonal communication skills. Experience with database management is an asset. Salary: Level 3 – MoveUP Agreement Wage Rate: $36.43 - $39.67 per hour How to Apply: Please note that temporary and probationary employees are not eligible for remote work arrangements. Hours of work are 32 hours, four days per week. The BCGEU supports employment equity. Indigenous workers, workers of colour, women, LGBTQ2SI+ workers, and workers with disabilities are encouraged to apply for positions with the BCGEU. Submit applications no later than 5:00 pm, Wednesday, July 2, 2025. Please include only one attachment with your application. If you need to include both a cover letter and a resume, combine them into a single file before uploading. Please reference the Position Title and the Job ID in the subject line when submitting your application. Applications with multiple attachments may be rejected. Resumes will be accepted by e-mail to: recruitment@bcgeu.ca
TEMPORARY ADMINISTRATIVE ASSISTANT – FRASER VALLEY AREA OFFICE JOB ID: MU040 Job Summary We are seeking a highly organized and detail-oriented temporary Administrative Assistant to join our Fraser Valley Area Office team. Reporting to the Director, the temporary Administrative Assistant will provide administrative support across a variety of functions, including document processing, meeting coordination, travel arrangements, and maintaining filing systems. The successful candidate will have a high degree of accuracy, strong organizational skills, and the ability to handle multiple priorities in a fast-paced environment. The term of the assignment is 10 months or until the return of the incumbent. The successful candidate will have the following: Key Responsibilities: Document Processing & Drafting: Process and draft various documents such as letters, minutes, reports, and bargaining proposals. Deadline Management: Calculate and track deadlines for grievances, notices to bargain, and appeals to ensure timely action. Visitor & Phone Support: Respond to incoming phone calls and walk-in visitors, providing necessary assistance and information. Executive Support: Assist component/local executive with administrative tasks, coordination, and support as needed. Vote Coordination: Coordinate and prepare materials for strike/ratification votes, ensuring smooth execution. Travel & Meeting Coordination: Book meeting rooms, travel arrangements, and accommodations for staff and events. Mail Management: Prioritize and manage incoming mail, ensuring prompt distribution and follow-up. File & System Maintenance: Maintain organized filing systems and bring-forward systems to track key documents and deadlines. Education & Experience: 2-4 years of administrative experience in a similar role. High school graduation, supplemented by administrative training or relevant coursework. Proficient in Microsoft Word and Excel (intermediate to advanced skills). Knowledge, Skills & Abilities: Excellent organizational skills with attention to detail and the ability to prioritize tasks effectively. Strong attention to detail and organizational skills. Ability to work within time limits and manage multiple tasks simultaneously, and work independently and as part of a collaborative team, providing proactive support and anticipating needs. Professional phone etiquette and interpersonal communication skills. Experience with database management is an asset. Salary: Level 3 – MoveUP Agreement Wage Rate: $36.43 - $39.67 per hour How to Apply: Please note that temporary and probationary employees are not eligible for remote work arrangements. Hours of work are 32 hours, four days per week. The BCGEU supports employment equity. Indigenous workers, workers of colour, women, LGBTQ2SI+ workers, and workers with disabilities are encouraged to apply for positions with the BCGEU. Submit applications no later than 5:00 pm, Wednesday, July 2, 2025. Please include only one attachment with your application. If you need to include both a cover letter and a resume, combine them into a single file before uploading. Please reference the Position Title and the Job ID in the subject line when submitting your application. Applications with multiple attachments may be rejected. Resumes will be accepted by e-mail to: recruitment@bcgeu.ca
