Program Assistant / Program Administrator

Job Title: Program Assistant / Administrator

Organization: The Edmonton Horticultural Society

Reports to: Program Director

Position Summary

The Program Assistant / Program Administrator provides administrative, logistical, and program support to ensure the successful delivery of the Society’s horticultural and community programs. This role supports the Program Director by managing program administration, communications, scheduling, and day-to-day operational details. The ideal candidate is highly organized, technologically capable, and passionate about horticulture and community engagement.

Key Responsibilities

Program & Administrative Support

• Provide administrative support for all programs, events, workshops, and educational activities
• Assist with program planning, scheduling, registration, and follow-up
• Maintain accurate program records, attendance lists, and participant data
• Support program evaluation by collecting feedback and preparing summary reports

Coordination & Logistics

• Assist with event logistics including venue setup, materials preparation, signage, and supplies
• Coordinate registrations, confirmations, waitlists, and participant communications
• Support hybrid and virtual programming, including Zoom sessions and basic audio-visual coordination
• Assist presenters, instructors, and volunteers before and during programs

Communications & Membership Support

• Support communications related to programs, including email updates, website content, and social media postings
• Assist with membership management software, program registrations, and inquiries
• Create or update basic promotional materials using tools such as Canva, Brevo
• Respond to program-related inquiries from members and the public

Technology & Systems

• Use and maintain program databases, membership systems, and shared files
• Assist with website updates related to programs and events
• Support AV and technology needs during events (projectors, microphones, Zoom coordination)

Team & Organizational Support

• Work closely with the Program Director and Program Coordinator to support program delivery
• Assist with volunteer coordination as directed
• Support general office administration as needed
• Follow organizational policies and procedures

Qualifications & Experience

Required:

• Strong organizational and administrative skills
• Ability to manage multiple tasks and deadlines
• Clear written and verbal communication skills
• Comfort working with digital tools and learning new systems
• Personal vehicle required to get to multiple program sites

Preferred / Strong Assets:

• Experience in an administrative, program support, or non-profit role
• Experience using membership management software, websites, Microsoft Office.
• Experience supporting virtual or hybrid events (e.g., Zoom, basic AV setups)
• Strong attention to detail and problem-solving skills

Working Conditions

• Combination of office, outdoor, and event-based work
• Occasional evenings and weekends for programs and events
• Some physical activity related to event setup and materials handling

Compensation & Hours

• Wage: $20.00 per hour
• Employment Type: Part-time
• Expected Hours: Approximately 20 hours per week
• Hours may vary based on program and event schedules, including occasional evenings and weekends
• additional milage on top of regular commute is reimbursed

Job Type: Part-time

Pay: $20.00 per hour

Work Location: In person