Location: Pemberton, BC

Date Posted: January 20, 2024

Salary: Compensation is commensurate with qualifications and experience (average 10 hours/week)

About Us

The Pemberton Canoe Association (PCA) is a volunteer-based organization situated in beautiful Pemberton, BC, just north of Whistler on the Sea to Sky Highway. The club has approximately 100 members and runs programs for adults and youth in dragon boat, flatwater, and outrigger canoe, as well as various camps during the summer, and paddling opportunities for the public. The club runs most of its programs on One Mile Lake, near the edge of the village. 

Job Summary

Reporting to the Board of Directors, the Executive Director (ED) is responsible to oversee business operations including administration of programs and events; membership communications; community outreach; and fundraising guided by the Strategic Plan, Mission and Values as set by the Board of Directors. Additionally, the ED will represent the PCA providing a presence in the community and will develop partnerships with a variety of organizations and stakeholders.

Education and Certifications Required

• Grade 12 graduation diploma or equivalent
• Additional education and/or courses in administration, communications or a related field is considered a strong asset 
• Standard first aid with CPR Level C is an asset
• BC Driver’s License is an asset

Experience Required 

• Considerable program and/or project management experience 
• Previous event planning and coordination experience with an understanding of low barrier events and programs that can appeal to all ability levels
• Previous marketing and social media experience 
• Previous supervisory experience 
• Experience with youth sport
• Effective interpersonal, organizational, and communication skills
• Cleared Criminal Records Check and Vulnerable Sector Check
• Previous fundraising and grant proposal writing experience, in a non-profit setting, is an asset 
• Past experience with recreational program design is an asset

Technical and Job Specific Experience Required 

• Strong ability to convey PCA’s position on a variety of topics and to effectively negotiate, collaborate, seek partnerships, and to build trust with all contacts and stakeholders 
• Good public speaking skills with the ability to effectively communicate with people of all ages and abilities
• Board governance experience and/or training is considered an asset 
• Computer literate and proficient with the Microsoft Office Suite, G Suite, and programs such as Survey Monkey, Canva, and Mail Chimp with the ability to learn new related technology 

Soft Skills Required

• Strong ability to exemplify and promote the PCA’s Values of Inclusiveness, Sportsmanship, Safety, Teamwork, and Enjoyment.  
• Strong understanding and demonstrated passion for the sport of paddling (sprint canoe and kayak, dragon boat, war canoe and outrigger canoe paddling)
• Strong ability to self-motivate and work autonomously to meet business objectives and deadlines 
• Strong ability to lead and motivate staff and volunteers 
• Excellent communication skills; written, verbal and presentation 
• Ability to positively contribute to a teamwork environment

Essential Responsibilities

• Administration:

1. Renew annual memberships with Canoe Kayak BC, Canoe Kayak Canada, Canadian Outrigger Association, Dragon Boat Canada, and BC Societies. 
2. Manage annual membership in the Ramp registration system and registration problems.
3. Create and collect data from a Member Survey annually.

• Governance:

1. Board Meetings:
   • Responsible for scheduling date, time and location.
   • Collect consent agenda and agenda items from the Board of Directors. Create a draft for President approval. Disseminate required agendas.
   • Attend all board meetings. 
   • Record meeting minutes and disseminate
2. AGM:
   • Responsible for scheduling date, time and location.
   • Attend all AGM meetings. 
   • Record meeting minutes and disseminate. 
3. Assist in the development and regular review of a Board policy manual in collaboration with the Governance Committee. 
4. Assist in the development and regular review of a Board code of conduct in collaboration with the Governance Committee.
5. Assist in the development and regular review of Director’s Roles and Responsibilities in collaboration with the Governance Committee. 
6. Assist with Board of Directors orientation and training as needed. 
7. Assist the Board with Strategic Planning.

• Operations: 

1. Develop, plan and execute programs and events in coordination with Directors and Sub Committees.
2. Events:
   • Obtain Park Permits for events (Village of Pemberton) with support of the Board.
   • Assist Event Managers with other permits, agreements (i.e. liquor, food) and other event planning as necessary.
   • Be available on Special Event dates to assist with sign-in, registration (pre-approval from President required if unavailable, ED to organize replacement). 
   • Set-up Ramp Registration system, if required 
   • Promotion via social media and appropriate other advertising outlets. 
3. Youth Programs: 
   • Provide oversight of youth programs. 
   • Advertise youth programs. 
   • Coordinate registration for youth programs. 
   • Collect fees for youth programs. 

• Communications and Advocacy:

1. Collaborate and communicate with community user groups, sponsors, stakeholders, government and other recreation associations to effectively represent the PCA and advocate for paddling programs in Pemberton (including but not limited to; Village of Pemberton, SLRD, Lil’wat Nation, Tourism Pemberton, Pemberton Chamber of Commerce). Act as a secondary media contact and facilitate media requests for the President as required. 
2. Present to a variety of audiences as required. 
3. Assist in the management of the PCA’s social media and communication channels (website, social media, newsletter) in collaboration with the Board. 
4. Manage the info@pembertoncanoe.com emails and replies.
5. Engage and manage contracts with Vendors and Contractors as required (including Lawyers as needed). 
6. Create and maintain an accurate calendar of events. 

• Supervision: 

1. Recruit, hire, train and supervise coaching staff.
2. Deliver and document new employee orientation and training.

• Insurance: 

1. Source annual insurance coverage to meet the needs of planned operations with support of the Board. 
2. Record and report incidents as they occur. 

•   Safety and Risk Management:

1. Develop, implement and regularly review the PCA’’s employee Health and Safety program in collaboration with the HR and Governance Committee. 
2. Record and submit employee injury, incident and near miss reports per the Workers Compensation Act. 
3. Assist with Emergency planning, coordination and communications with external agencies for programs and events (i.e. Village of Pemberton, Pemberton Search and Rescue). 
4. Collaborate and communicate with the Safety Subcommittee. 

• Fiscal Management: 

1. Oversee and monitor budgets as created and approved by the Board.
2. Forwarding financial information as required to the Treasurer. 
3. Work collaboratively with the Treasurer and Secretary to ensure the PCA meets its fiscal and nonprofit reporting responsibilities. 
4. Work with the Treasurer to ensure all programs and events have and adhere to budget
5. Create and implement fundraising strategies such as Annual Fundraiser, Sponsorship, Grant Applications and Merchandise sales in collaboration with the Board.
6. Work with the Treasurer to manage banking activities including payroll, vendor payments, donations.
7. Write and submit Grant Application (including, not limited to, Canada Summer Jobs Grant, Community Gaming Grant, Whistler Blackcomb Foundation Grant, ViaSport Grants).  

• Miscellaneous Duties: 

1. Assist with the management of merchandise sales. 
2. Manage and maintain the PCA’s supplies, boat house, and storage facility. 

• Other related duties and special projects as assigned by the Board of Directors

Interested candidates are invited to submit their resume and a cover letter to Sara Wray, Commodore at info@pembertoncanoe.com