ASAPA presents

A Taste of Animethon

Jan 14 & 15 / 2022 Edmonton Convention Centre Edmonton Alberta Canada
/ Volunteer / Staff Openings

Staff Openings

Available positions are posted below.

Administration

Administrative Staff

Administration staff will be primarily responsible for Data Entry, and maintaining records leading up too and during the event. Those who apply for this position should take a look at the recommended requirements.

- Must be familiar with computers or Laptops
- Must be able to focus on task at hand
- Great type-writing skills
- Prior experience with any Microsoft Office software (Excel and Word mostly) is recommended
- Have a great attention to detail
- Must be available majority of afternoon to evening on both days of the event.

Assistant Secretary

The Assistant Secretary helps distribute, manage and collect internal documentation for each event as directed by the Secretary. This position also involves an amount of document proofreading and revision. At the event, the Assistant Secretary helps manage data entry and may assist in verifying staff assignments and credentials.

Qualifications
Successful candidates for the position of Assistant Secretary must have the following skills and qualifications:
- excellent writing skills,
- familiarity or experience taking minutes,
- commitment to do paperwork,
- efficient note taking skills,
- have good organizational and filing skills,
- experience working with committees in a non-profit organization or equivalent is and asset,
- basic understanding of the community and culture surrounding Animethon or a comparable Asian popular art event,
- a commitment to Animethon and its success.

Assistant Treasurer

Overview
The Assistant Treasurer plays an important role in helping to manage cash flows for Animethon. The
successful candidate will be expected to temporarily manage and run the Treasury department in the
Treasurer’s absence.

The responsibilities of the Assistant Treasurer are to assist the Treasurer with the following tasks:
- Coordinate assembly of financial records from all departments and document the Animethon
budget
- Hold the Animethon committee accountable to the provided budget
- Ensure all financial transactions with Animethon are recorded and accounted for
- Handle all floats, counts, recording of accounting information, depositing all revenues, receiving
and collating receipts for reimbursement

Qualifications
- Accounting, bookkeeping or equivalent experience and education
- Excellent record-keeping abilities
- Experience managing a group of people in a fast-paced environment

Secretary

This is an executive position, as such, qualified applicants who are currently Animethon staff are preferred.

The Secretary manages and collects internal documentation for each event, often coordinating with directors and other executive staff. Ahead of the event, the Secretary takes and distributes meeting minutes as well as helping distribute other information to staff. This position also involves an amount of document proofreading and revision. At the event, the Secretary manages data entry and verifies staff assignments and credentials.

Qualifications
Successful candidates for the position of Secretary must have the following skills and qualifications:
- excellent writing skills,
- familiarity or experience taking minutes,
- commitment to do paperwork,
- efficient note taking skills,
- have good organizational and filing skills,
- experience working with committees in a non-profit organization or equivalent is and asset,
- basic understanding of the community and culture surrounding Animethon or a comparable Asian popular art event,
- a commitment to Animethon and its success.

Treasurer

Responsibilities
The responsibilities of the Treasurer are as follows:
- coordinate assembly of financial records from all departments and document the Animethon budget,
- hold the Animethon committee accountable to the provided budget,
- ensure all financial transactions with Animethon are recorded and accounted for,
- and handle all floats, counts, recording of accounting information, depositing all revenues, receiving and collating receipts for reimbursement.

Qualifications
Successful candidates for the position of Treasurer must have the following skills and qualifications:
- accounting, book-keeping or equivalent experience,
- excellent record-keeping abilities,
- experience working with committees in a non-profit organization or equivalent,
- basic understanding of the community and culture surrounding Animethon or a comparable Asian popular arts event,
- and a commitment to Animethon and its success

Treasury Staff

Overview
Treasury is seeking detail-oriented individuals with a penchant for keeping track of numbers. Treasury
staff are responsible for helping to process invoices and payments leading up to and after Animethon,
and managing cash flows during the event.

The responsibilities of Treasury Staff are as follows:
- Assist the treasurer is processing payments before and after Animethon
- Prepare and deliver cash floats for various departments
- Count and report on cash inflows and compare against reported sales

Qualifications
- Ability to perform math functions in a fast-paced environment
- Experience handling cash
- Working knowledge of Microsoft Excel and Google Drive
- Ability to dedicate 2-4 hours per week leading up to Animethon, and 8 hours per day during
Animethon weekend
- Formal training in bookkeeping or accounting considered an asset

Programming

Guest Staff

The Guest Staff reports to the Guest Relations Manager, North American Guest Manager and Overseas Guest Manager. Successful applicants will be responsible for handling ASAPA’s official Guest of Honours under the Department of Programming. The Guest Staff acts as a representative of ASAPA and attend to Guest needs during their stay in Edmonton, including pick-up and drop-off at airport, arranging for transportation during their stay in Edmonton, ensuring contractual obligations are upheld, timely appearance at scheduled functions, ensuring meals and water is arranged, and entertain the Guest with local attractions. The Guest Staff will regularly report updates and status of Guest activities, notify the Guest Manager of any issues/concerns regarding Guest stay in Edmonton, and maintain professionalism at all times while acting as a representative of ASAPA.

Duties & Responsibilities:
Act as the event representative with Guests of Honours.
Ensure Guest(s) contractual obligations and agreed upon schedules are followed.
Ensure all Guest(s) requirements are met, including transportation and meals.
Communicate with the Guest Team and provide regular updates during the event.
Arrange for local attractions and activities with approval.
Maintain professional image and hygiene at all times.
Assist Guest with presentations and workshops as required.
Handle cash transactions for Guest in local currency as required.

Qualifications:
Ability to speak at JLPT N3 level or equivalent preferred, but not required
Good communication and diplomatic skills.
Good organizational skills.
Excellent knowledge of Edmonton attractions, activities, and restaurants.
Good conflict resolution skills.
Proficient with messaging and texting on mobile phones.
Must possess a mobile phone with a data plan.
Must be mobile and capable of walking for extended periods of time indoors and outdoors.
Must be available for the entire duration of the Guest stay in Edmonton, beginning on the Thursday prior to the Event date, and the Monday following the Event date.
Must be over the age of 18.
Customer Service experience is an asset.

Public Relations

Community Events Assistant Coordinator

Overview
-Year-round position, 3 hrs/week plus at event shifts
-Reports to Community Events Coordinator
-Assists the Community Events Coordinator with their tasks, including:
-Act as the liaison between Animethon and the community which includes, but is not limited to clubs, not for profit/charity/special interest groups and other events (conventions, etc.)
-Research opportunities for outreach and promotion of Animethon at the community and clubs level
-Coordinate and attend external promotion events with Mascot Team and Brand Ambassadors
-Interact with event attendees to promote Animethon, give information, and sell tickets to Animethon at external events
-Build and maintain good relationships with communities and clubs
-Outreach to and be in charge of all aspects of Community Corner prior to and during Animethon, including providing space for interested clubs, not for profit/charity/special interest groups, etc
-Holds all responsibilities of the Community Relations Coordinator when they are off-duty or unable to perform their duties.

Qualifications
-Must have own vehicle
-Willingness to travel out of town
-Must be able to bring some booth displays to external events
-Sell tickets to Animethon at external events
-Must have excellent communication skills
-Must be mature, outgoing, approachable in nature
-Must have excellent understanding of Asian popular arts culture

Community Events Coordinator

Overview
-Year-round position, 3 hrs/week plus at-event shifts
-Reports to Marketing Manager
-Act as the liaison between Animethon and the community which includes, but is not limited to clubs, not for profit/charity/special interest groups and other events (conventions, etc.)
-Research opportunities for outreach and promotion of Animethon at the community and clubs level
-Coordinate and attend external promotion events with Mascot Team and Brand Ambassadors
-Interact with event attendees to promote Animethon, give information, and sell tickets to Animethon at external events
-Build and maintain good relationships with communities and clubs
-Outreach to and be in charge of all aspects of Community Corner prior to and during Animethon, including providing space for interested clubs, not for profit/charity/special interest groups, etc

Qualifications
-Must have own vehicle
-Willingness to travel out of town
-Must be able to bring some booth displays to external events
-Must have excellent communication skills
-Must be mature, outgoing, and approachable in nature
-Must have an excellent understanding of Asian popular arts and culture

Marketing Manager

Overview
-Year-round position, 8 hrs/week
-Report to Director of PR and Assistant Director of PR
-Manage the communication and promotion of the organization’s brand
-Perform strategic marketing analyses (PESTLE, SWOT, trend)
-Prepare an integrated marketing plan
-Oversee advertising, community events, mascot, sponsorship, and social media teams to deliver on an integrated marketing plan
-Interview, select, train, coach and evaluate for coordinators advertising, community events, mascot, sponsorship, and social media teams
-Work with Media Manager to coordinate the development of assets to support an integrated marketing plan

Qualifications
-Some post-secondary education in marketing strongly preferred
-Good understanding of marketing in regards to anime and Asian popular arts
-Good communication and negotiation skills
-Professional experience in marketing is a plus
-Some daytime availability for meetings preferred

Media Manager

Overview
-Year round position, 8 hrs/week
-Reports to Director of PR and Assistant Director
-Oversees Design and Photography
-Interview, select, train, coach and evaluate for coordinators for Design and Photography teams
-Manages, obtains info, and assigns tasks to its departments
-Reviews work done by Design Team prior to submitting to higher approval
-Manages submitted event photos and chooses photos for promotional purposes
-Manages press and media inquiries and press releases
-Compile Press Releases to promote the event and guests to the Media/Press;
-Coordinate all interviews and invitations to Animethon Press Conferences with the Media/Press;
-Managing and acting as liaison with all Media/Press that attend Animethon during the event;
-Coordinate with the Site department to ensure all Site and Animethon policies in regard to photography and videotaping by the Media/Press during the event are covered;
-Pursue media coverage leading up to and during the event for promotion.
-Coordinate with Marketing Manager for their promotional needs

Qualifications
-Attention to detail
-Good management and communication skills
-Background in graphic design, marketing, and communications
-Experience in photography and videography would be a plus

Photo/Video Staff

Photo Editing Staff
Overview
-Batch process photos taken by photo staff and upload to our social media albums
-Store and backup photos on supplied storage device

Qualifications
-Background and experience in photo editing
-Knowledge of using photo editing software (e.g. Lightroom)
-Own laptop with software preferred

Social Media Staff

Overview:
- Assists the Social Media Coordinator and Assistant Social Media Coordinator as required.
- Monitor and respond to comments and inquiries on assigned social media platforms
- Man the Social Media table/booth during the event.

Qualifications:
- Requires strong writing, editing and professional communication skills.
- Have an excellent understanding of the community and the culture.
- Is passionate and creative about engaging and attracting audiences.

Safety and Policy Compliance

Prop Check Assistant Coordinator

Overview:
- Assists the Props Coordinator.
- Holds all responsibilities of the Props Coordinator when they are off duty or unable to perform their duties.

Qualifications:
- Good to excellent communication skills.
- Knowledgeable in prop and regulations regarding weapons.

Safety Staff

We are looking for enthusiastic individuals to join our Safety crowd control team! This team will be managing all of the site's access control. The team will be monitoring areas on the venue grounds such as the lineups for main events and vendors hall. Crowd control staff also provide communication to the public regarding event policies. Staff work with Shaw Conference Centre Security to provide a safe and energetic convention.

-Ability to work well individually and in groups.
-Maintain and communicate the event rules to patrons.
-Maintain a professional customer service attitude.
-Willingness to take and write reports as needed.
-Ensure that the safety and fire code policies and procedures are followed and communicated.
-Perform line control duties and crowd dispersion/reorganization as required.
-Keep foot traffic flowing in highly congested areas.
-Follow instructions as provided by the Head of Safety, Assistant Head of Safety, or Safety Schedule Coordinator.
-Experience in line and/or crowd control is an asset.

Site Operations

Logistics Staff

Reponsible for ensuring event is delivered to site, set up, maintained, torn down, and returned to
storage within time frames. Staff answer to the Logistics Manager and Assistant Logistics Manager or
their Team Lead while on a project.

Responsibilities:
– Assist with load in, Setup, Teardown, and load out to and from Site
– Complete all objectives within timeframe
– Work with other departments to complete tasks when necessary
– Deliver requested items to departments during Event
– Monitor/Maintain Logistics Room during Event

Qualifications:
– A logical and systematic approach to work
– Good time management ability
– Strong problem solving and decision making skills, as well as being able to think laterally and
offer creative solutions
– Experience working with inventory, shipping, or equivalent
– The ability to manage change and handle stress in a fast-moving environment, as well as being
able to cope with standby times/downtime in a constructive manner
– Excellent communication (both oral and written)
– A positive attitude toward external suggestions and continued learning
– Must be able to lift 25 lbs.
– Own PPE/Protective Footwear is recommended, but gloves and hi-vis are available from Site.

Site Liaison

Site Liason is the go between from Site Contacts and Animethon Event Contacts. This position requires a Customer Service, Professional and Friendly attitude as you will be dealing with many different people.

Overview:
- Acts as the liaison between Event and all Sites used for the event.
- Obtains additional site choices and quotes as required by the committee.
- Coordinates all space required by the event and all Animethon related meetings.
- Ensures they, or the Assistant Site Liaison, are available at any time during the event.
- Manages Site Liaison Staff

Qualifications:
- Good communication and negotiation skills.
- Well organized and able to maintain good records.
- Experience working with contracts.

Technical Staff

Overview:
- Helps to ensure all A/V & Computer equipment is in working order for all events using them.
- Provide technical support to Guests and Panelists prior to the start of their panels.
- Respond to Technical support requests as required.
- Assists The IT/Technical Services Manager, Technical Coordinator or IT Coordinator with any other additional duties as required.

Qualifications:
- Good technical aptitude and problem solving skills.
- Good understanding of computers and/or audio/video equipment.

Transport Assistant Coordinator

Responsible for assisting the Transport Coordinator in maintaining the master schedule for all transportation
requirements of the event which ensuring things and people are collected/delivered on time and in a safe
manner. Reports to the Transport Coordinator.

Responsibilities may include:
– Assisting the Transport Coordinator with maintaining the master schedule for transportation
before, during, and after the Event.
– Coordinates pick up and drop off of equipment, merchandise, and supplies
– Help manage and supervise staff, organize drivers' shifts, and coordinate training
– Assists with load in and load out as required
– Ensure that all Drivers are following local traffic bylaws and maintaining a professional
appearance
– Assist in identifying existing and possible future transport issues, develop maps and investigate alternative
routes
– Liaise with the Guest Manager and Communications department to ensure all vehicles are being
used efficiently

Qualifications:
– A logical and systematic approach to work
– Good time management ability and organizational skills
– A commitment to teamwork and excellent interpersonal skills
– Strong problem solving and decision making skills, as well as being able to think laterally and
offer creative solutions
– Experience working with inventory, shipping, or equivalent
– The ability to manage change and handle stress in a fast-moving environment, as well as being
able to cope with standby times/downtime in a constructive manner
– Excellent communication (both oral and written)
– A positive attitude toward external suggestions and continued learning
– Must be able to lift 25 lbs.
– Own PPE/Protective Footwear is recommended, but gloves and hi-vis are available from Site.
– Class 5 Drivers and a clean abstract (preferable)

19 postings found