AIESEC Concordia Job Description Booklet Fall 2014

Transcription

1 AIESEC Concordia Job Description Booklet Fall 2014

2 Alumni Relations Portfolio Event Manager (1 position open) Design and project the events to enhance relationships with alumni. Book venues and prepare accommodations (food and drinks). Attend the events and play actively. Be familiar with Salesforce and Mailchimp. Any other responsibility that is delegated to you by your director and or your vicepresident. Attend weekly portfolio meetings. Attend monthly General Assemblies. Time commitment: 5-7 hour a week Full passion in event holding and social activities Sense of responsibility Fluency in oral and written English Experience in event holding will be preferred Broader network Knowledge of Salesforce Skills of event holding and networking Organization and self-motivation Reporting to: your director and Vice-President Alumni Relations

3 Alumni Relations Portfolio Networking Manager (2 positions open) Track and update alumni information. Make connections with contacts in our alumni database and work with Incoming Exchange to book meetings. Attend alumni events and play actively. Any other responsibility that is delegated to you by your director or your vicepresident. Attend weekly portfolio meetings. Attend monthly General Assemblies. Time Commitment: 5 7 hours a week Efficiency in oral and written English Be well organized and professional Sense of responsibility Patience and thoroughness Broader network Communication and presentation skills Experience in building up a professional network Reporting to: your director and Vice-President Alumni Relations

4 Finance Portfolio Budget Director (1 position open) Mandatory monthly meetings with the portfolio budget representative about monthly updates, necessary changes, and future plans. Creates and readjusts budget for every quarter (Jan, April, July, October) for each portfolio. Organizes goal settings each term with each portfolios to see what activities need to be initiated and the budget will align with their goals. Interacts with the budget representatives about financial activities within their respected portfolios. Advises portfolios of how budget should be utilized (how & where money should be spent) Attend all portfolio meetings Time Commitment: 7-10 hours per week Commitment, strictness, and organization Honesty Teamwork Supportable Be able to handle and manage money Experience in leading a team Learn financial advising (teaching on how to spend money) Decision-making skills Budgeting Reporting to: VP Finance and Budget Director

5 Finance Portfolio Accountant (2 positions open) Updates the General Ledger when a transaction is made Updates Wave Accounting once General Ledger has been updated Makes sure the receipts align with the general ledger Makes sure cash flow of the bank account is accurate to the general ledger Receives all receipts from anyone who has receipts within the LC (regular receipts, cheque receipts, bank receipts, purchase receipts, reimbursement forms) Makes sure receipts are present for any merchandise purchases (t-shirts, buttons), external purchases (materials needed such as envelopes and tape), and internal purchases (membership cards) Makes sure all receipts are labeled for reason of transaction Organizes ALL receipts (must be very organized; able to track down a receipt when needed) Records all inventory purchases for the LC (merchandises & materials) Records the inventory transaction in the General Ledger Makes sure the inventory count is the same recorded Attend all portfolio meetings Time Commitment: 5-10 hours per week Basic Accounting skills Organization Detail-Oriented Commitment Accuracy Honesty Organization skills Accounting skills Reporting to: VP Finance

6 Incoming Exchange Portfolio Sales Representative (12 positions open) Purpose: Facilitate incoming Global Exchanges by establishing and nurturing relationships with local organizations and by finding the ideal Global Talent for their needs. Constantly identifying organisations that could benefit from a mutual relationship either through our exchange program or else. Research targeted organisations in order to offer a tailored solution to their needs. Conceive a strategy to approach each organisation according to its specificities Actively reach to organizations in order to communicate AIESEC value Lay down side by side AIESEC interests and the organization s to negotiate an agreement Represent AIESEC, express yourself, communicate your experience, and share your strengths Attend all portfolio meetings Time Commitment: 5-10 hours per week, must be available during business hours. Leadership capacity Dedicated Tenacious Innovative Ambitious Opportunity to challenge yourself through concrete and meaningful relations with the corporate world Occasion to learn about yourself and develop your abilities Chance to have a huge impact on our community, our local business, and foreign students Reporting to: Director of Servicing or VP Incoming Exchange

7 Marketing and Communication Portfolio Loyola Public Relations (2 positions open) Insure continuous presence of AIESEC in school including but not limited to newspapers, TV and radio stations, all available newsletters Attend various events around campus to promote AIESEC activities Meet with faculties and various organizations to establish relations and/or partnerships Hold office hours on the Loyola campus for student inquiries about AIESEC and the exchanges we offer. Attend all Portfolio meetings Attend at least yearly 2 conferences Time Commitment: 5-7 hours per week Creativity Public Speaking Skills Enthusiasm a must Networking Teamwork Time Management Reporting to: VP Communications

8 Marketing and Communication Portfolio Advertising and Promotion: Internal (1 position open) The internal advertising and promotion manager will be responsible for AIESEC Concordia and will make sure all facets viewed are consistent with our brand image for internal material. The manager will also be in charge of improving the aesthetic quality of all of our material. The manager's tasks will consist of the following: Design and insure aesthetic quality of all our promotional material from other portfolios, clothing, and office. Create and edit videos for various projects and conferences during the year Insure all material use by the organization follows brand regulations. Attend all Portfolio meetings Attend at least yearly 2 conferences Time Commitment: 5-7 hours per week DSLR camera Filming skills Video editing skills (FCP X, After Effects, etc.) Creativity Enthusiasm a must Filming and editing skills Teamwork skills Time Management Material for personal portfolio Reporting to: VP Communications

9 Marketing and Communication Portfolio Advertising and Promotion: External (1 position open) The external advertising and promotion manager will be responsible for the image of AIESEC Concordia and will make sure all facets viewed are consistent with our brand image for external material. The manager will also be in charge of improving the aesthetic quality of all of our material. The manager's tasks will consist of the following: Design and insure aesthetic quality of all of our promotional material, presentation slides, website, newsletters, posters, and anything external stakeholders might be in contact with. Create templates for various documents used by the organization aimed at companies Insure all material use by the organization follows brand regulations. Attend all Portfolio meetings Attend at least 2 yearly conferences Time Commitment: 5-7 hours per week DSLR camera (optional) Design skills (Photoshop, graphic, fashion) Creativity Enthusiasm a must Design skills Teamwork skills Time Management Material for personal portfolio Reporting to: VP Communications

10 Marketing and Communication Portfolio Social Media Manager (1 position open) The social media production manager will assist the portfolio in maintaining the organization s social media presence. The manager's tasks will consist of the following: Engage followers through social media presence (Twitter, Facebook, etc.) Build content designed to create passion and grow the community on and off the website Lead the production of promotional video material for the organization. Insure all material developed by the organization follows brand regulations. Attend all Portfolio meetings Attend at least 2 yearly conferences Time Commitment: 5-7 hours per week Customer insight understanding Time management Portfolio a preference Enthusiasm a must Design skills Teamwork skills Networking skills Time management Reporting to: VP Communications

11 Outgoing Exchange Portfolio International Relations/Exchange Participant Manager (5 positions open) Responsibilities Set up expectations for Exchange Participants during their whole matching and realization process to assure the quality of the outgoing exchange portfolio services Take part in the AIESEC s Global Network and meet members in various countries to share stories or to make partnerships for volunteering or internship opportunities Contact TN Leaders to understand requirements and expectations for the respective TN Understand the Supply and Demand of opportunities in the database or Network Research available opportunities Communicate to the Marketing & Communications department about upcoming opportunities, partnerships, and shared stories from the Global Network Provide support during matching and raise process (applications, finding a match, interviews, VISA, passport, legal documents, etc.) Reintegrate Exchange Participants and help reflect on their reverse culture shock Attend weekly meetings Attend monthly General Assembly Manage 2-3 Exchange Participants Time Commitment: 7-10 hours per week Requirements Motivational skills Emotional Understanding Willing to learn and to network with AIESEC s Global Network Able to take the initiative Benefits Develop global mindset Increase global network Learn to be proactive and take initiative Reporting to: VP Outgoing Exchange, All Outgoing Exchange Managers

12 Talent Management Portfolio Personal Development Manager (3 positions open) Conduct personal development talk and goal setting processes with one portfolio monthly Follow up with the members bi-weekly to ensure that they are on the track to completing their goals through the semester Train team leaders how to conduct performance evaluation properly by avoiding some common errors (e.g. halo error, central tendency error, and primacy error) Collect performance evaluation forms from the portfolio that you are in charge of monthly, and create performance reports for the portfolio. (e.g. analyze performance trend; calculate averages, max, and min) Each member needs to submit the PDT forms, performance reports, and other required documents to TM Drive timely Push members to advance Member Level based on their PDT settings through proposing corresponding opportunities to them Respond any messages from the director and the VP within 24 hours Attend weekly meetings Attend monthly General Assembly Attend all TM organized socials Time Commitment: 6-8 hours per week Emotional intelligence Effective written skills Dedication Punctuality Getting to know the members within the chapter Knowledge about functions of other portfolios Stronger organizational skills Communication skills and interview skills Reporting to: VP Talent Management, Director of Personal Development