Administration, Finance and Special Projects Manager (Part-Time)
(Wine Jobs:
Management & Administration)
Contract
Naramata,
British Columbia
Purpose:
The Administration, Finance and Special Projects Manager will oversee and facilitate the strategic, administrative, financial, community, and technical aspects of the NBWA. They will serve as the central point of coordination for board activities, plan implementation, financial administration, member engagement, and IT-related tasks.
Key Responsibilities:
Board Coordination
- Organize and facilitate monthly NBWA board meetings.
- Prepare and distribute meeting materials, including agenda.
- Document and share minutes.
- Monitor and action follow-ups.
Financial Administration
- Oversee all financial facets of the Association.
- Prepare the annual budget and track expenditures against it.
- Handle membership fees, payments, cash flow management, and legal and financial form filings.
- Manage the Association’s financial condition and regularly update the board.
- Collaborate with the Association’s bookkeeper and accountant and produce monthly/annual reports.
- Conduct financial analyses as required.
Plan Implementation
- Coordinate with contractors and partner organizations, ensuring deliverables are met.
- Collaborate with NBWA contractors for optimal results.
Community Coordination
- Organize Annual General Meeting and All Members meetings.
- Serve as the main contact point for information inquiries from members, trade, media, or the public.
- Oversee the Association’s mailbox and respond to correspondence.
- Collaborate with other tourism and marketing associations as required.
Policy and Documentation
- Update and maintain the Association’s policies and procedures.
- Draft contractual documents and agreements.
- Create insightful presentations and reports for board decisions.
IT Management
- Coordinate updates for the Association’s website (liaising with developers and providers as needed).
- Manage software licenses and applications.
- Regularly monitor the Associations email accounts and oversee the Association’s cloud storage and file sharing platform.
- Ensure digital security for all NBWA assets.
Legal Reporting
- Coordinate the annual corporate report filing with the Association’s legal counsel as mandated by the Societies Act.
Qualifications:
Expertise in non-profit management, financial oversight, and board coordination, coupled with an understanding of the B.C. wine industry, is paramount. Competence in website management, MS Excel/spreadsheet tools, cloud storage & file-sharing solutions, work/task management platforms, and video conferencing tools would be advantageous. The ideal candidate should possess exceptional organizational and time management capabilities, with the proficiency to manage numerous tasks concurrently.
This is a part-time job and work hours will vary each month. The candidate is expected to attend in-person Board meetings monthly on the Naramata Bench. Additionally, they must be present in person at the Annual General Meeting and other member meetings throughout the year. Ideally, the candidate would reside and/or work in the South Okanagan.
Compensation to be determined based on experience and industry standards