ASAPA presents

A Taste of Animethon 2018

Jan 19 & 20 / 2018 Shaw Conference Centre Edmonton Alberta Canada
/ Volunteer / Staff Openings

Staff Openings

Available positions are posted below.

Administration

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.

Human Resources

Personnel Manager

The Personnel Manager oversees the Animethon staff and volunteer experience. This position manages a small team that works directly with the Animethon Committee to plan and execute projects related to recruitment, hiring, training, and records maintainance. As this position deals with communication to present and prospective personnel, a professional mindset is a must. Experience in leadership, management, education/training, technical writing, or customer service is an asset.

Overview:
- Coordinate all recruitment of staff and volunteers with the event's committee.
- In charge of all general communications and announcements to staff and volunteers.
- Responsible for obtaining all information from staff and volunteers that the event requires.
- Handle Non-Committee Positions job postings, schedule and conduct interviews with relevant coordinators, managers, and directors, and manage staff assignments.

Qualifications:
- Great organizational skills.
- Great communication skills.
- Must be detail orientated.
- Experience recruiting staff or volunteers for non-profit events.

Programming

Guest Staff

The Guest Staff, report to mainly the Guest Relations Manager or assigned North American, International or Overseas Guest Relation Managers. You would be responsible for handling ASAPA’s official Guest of Honours under the Department of Programming. The Guest Staff act 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 to the Guest Team and notify the specific 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 Guest Team and provide regular updates during the event of activities.
Arrange for local attractions and activities if time permit and 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 resolutions 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.
Class 5 Driver’s License and over the age of 25 is an asset.

Public Relations

Advertising Coordinator

As an Advertising Coordinator you will assist the Director, Assistant Director of Public Relations and Sales Coordinator in drawing up advertising strategies. Coordinate and obtain a variety of quotes, as required, for all advertising. Follow up on and ensure all advertising placements happen as per contract and assist the Sales Coordinator as required.

Overview:
- Assist the Director, Assistant Director of Public Relations and Sales Manager in drawing up advertising strategies.
- Coordinates and obtains a variety of quotes, as required, for all advertising.
- Follows up on and ensures all advertising placements happen as per contract.
- Follow, track, and update the allocated budget as being used.
- Assists the Sales Manager as required.
- Assists the Industry Coordinator as required.

Qualifications:
- Good understanding of advertising in regard to Anime and Popular Asian Arts.
- Good communication and negotiation skills.
- Some professional experience in Advertising and Marketing preferred, but not required.

Assistant Director of PR

Public Relations is the face of Animethon and as an Assistant Director of Public Relations you will help assist in the managing of all the different parts of that face to show the wonderful, family fun, community involved convention that we are.

You will assist the PR Director in managing the different teams that make up the PR department:
- Advertising, Marketing, Merchandise and Sales
- Community & Industry Relations and Information Centre
- Press/Media Relations
- Event Designs, Photo & Video and Mascot Handling

So a few requirements of the position are:
- Clear Communication, Customer Service, Professional Attitude and Negotiation skills
- Multitasking and managing of different tasks as provided by the PR Director
- Assist in managing the different PR teams under the department
- A basic understanding of the actions and jobs associated with each team under the deprtment
- Shadowing the Director of PR and understanding all aspects of work so that if required can step in if required.

Background in the following would be great assets:
- Advertising, Marketing and Sales
- Community, Industry and/or Press Media Relations

Event Merchandise Coordinator

Overview:
- Assists the Merchandising Coordinator in all required duties.
- Helps man the Merchandising table or booth during the event.

Qualifications:
- Good understating of merchandising in regard to Anime and Popular Asian Arts is an asset.
- Good communication skills.

Guest Merchandise Coordinator

Overview:
- Assists the Merchandising Coordinator in all required duties.
- Helps man the Merchandising table or booth during the event.

Qualifications:
- Good understating of merchandising in regard to Anime and Popular Asian Arts is an asset.
- Good communication skills.

Merchandise Manager

The Merchandise Manager is the lead on all acquisition, set-up and selling of all Animethon specific merchandise

Overview:
- Manages the Event Merchandise team, Guest Merchandise team, general merchandise staff, and Pin Trading team.
- Participate in determining the types, amount, and designs of merchandise to be made available for the event by working with the event Committee, Designers, and Contracted Artists
- Coordinates and obtains a variety of quotes as required for all merchandise.
- Ensures all ordered merchandise is ordered and received on time and in acceptable condition..
- Track inventory
- Coordinates all aspects of the merchandise table or booth during the event which includes hiring and scheduling of all staff and/or volunteers working there, cash flow, and sales reports.

Qualifications:
- Good understating of merchandising in regard to Anime and Popular Asian Arts.
- Good communication and negotiation skills.
- Good customer service skills
- Good organization skills for managing staff and inventory/sales tracking

Safety and Policy Compliance

Safety Schedule Coordinator

Schedule Coordinators are the administrative backbone of the Safety Team. They handle communications and scheduling for all the safety needs of the event. This is a role of leadership, organization, customer service and much multitasking.

Pre-Event Requirements:
- Monitoring the Safety email to respond to inquiries at a customer service/professional level while maintaining the friendly, open and
fun attitude that is the Safety Team.
- In this leadership role you are required to have a certain level of confidentiality on sensitive issues and will be held to a higher
standard of discretion
- Corresponding with all departments (mostly Programming) to create, organize and maintain a Safety Staff Schedule for the event
- Corresponding with our Safety Staff to gather their availability so that they will be scheduled accordingly
- Update and change the Schedule as required with last minute changes and requests
- Assist with administrative duties as requested by the Director

During Event Requirements:
- Schedule Coordinators are first contact for Safety Staff to Check In/Check Out for and provide staff with instructions and
information for their shifts.
- In this leadership role you will also be first contact for safety issues and concerns and will need to discern the level of authority
required to solve the issue. (Minor Issues – Schedule Coordinator usually handles, Major Issues – Assistant Director/Director
usually handles)
- Again confidentiality and discretion play a major role in this position
- Managing and updating Team Leads
- Monitoring event chats and radios to adjust schedule and be quick to respond for any issues that arise.
- Assist with day-of administrative duties as requested by Director

Site Operations

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.

Transport Coordinator

Responsible for creating the master schedule for all transportation requirements of the event and
assists the Logistics Manager with ensuring things and people are collected/delivered on time and in a
safe manner. Reports to the Logistics Manager.

Responsibilities:
– Assists the Logistics Manager with construction of the master schedule for transportation
before, during, and after the Event.
– Maintains and alters the main schedule as needed throughout the event
– Coordinates pick up and drop off of equipment, merchandise, and supplies
– Responsible for obtaining quotes from and maintaining relationships with rental companies
– 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
– Identify 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)

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