AIESEC Concordia Job Description Booklet Fall 2014

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AIESEC Concordia Job Description Booklet

Fall 2014

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Alumni Relations Portfolio

Event Manager

(1 position open) Responsibilities:

• 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 vice-president.

Supporting Activities:

• Attend weekly portfolio meetings. • Attend monthly General Assemblies. Time commitment: 5 - 7 hour a week Requirements:

• Full passion in event holding and social activities • Sense of responsibility

• Fluency in oral and written English

• Experience in event holding will be preferred Benefits:

• Broader network

• Knowledge of Salesforce

• Skills of event holding and networking • Organization and self-motivation

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Alumni Relations Portfolio

Networking Manager

(2 positions open) Responsibilities:

• 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 vice-president.

Supporting Activities:

• Attend weekly portfolio meetings. • Attend monthly General Assemblies. Time Commitment: 5 – 7 hours a week Requirements:

• Efficiency in oral and written English • Be well organized and professional • Sense of responsibility

• Patience and thoroughness Benefits:

• Broader network

• Communication and presentation skills

• Experience in building up a professional network

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Finance Portfolio

Budget Director

(1 position open) Responsibilities:

• 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)

Supporting Activities:

• Attend all portfolio meetings

• Attend all monthly General Assembly Time Commitment: 7-10 hours per week Requirements:

• Commitment, strictness, and organization • Honesty

• Teamwork • Supportable

• Be able to handle and manage money Benefits:

• Experience in leading a team

• Learn financial advising (teaching on how to spend money) • Decision-making skills

• Budgeting

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Finance Portfolio

Accountant

(2 positions open) Responsibilities:

• 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 Supporting Activities:

• Attend all portfolio meetings

• Attend all monthly General Assembly Time Commitment: 5-10 hours per week Requirements:

• Basic Accounting skills • Organization • Detail-Oriented • Commitment • Accuracy • Honesty Benefits: • Organization skills • Accounting skills Reporting to: VP Finance

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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.

Responsibilities:

• 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

Supporting Activities:

• Attend all portfolio meetings

• Attend all monthly General Assembly

Time Commitment: 5-10 hours per week, must be available during business hours. Requirements: • Leadership capacity • Dedicated • Tenacious • Innovative • Ambitious Benefits:

• 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

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Marketing and Communication Portfolio

Loyola Public Relations

(2 positions open)

Responsibilities:

• 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.

Supporting Activities:

• Attend all Portfolio meetings

• Attend all monthly General Assembly • Attend at least yearly 2 conferences Time Commitment: 5 - 7 hours per week 
 Requirements:

• Creativity

• Public Speaking Skills • Enthusiasm a must Benefits:

• Networking • Teamwork


• Time Management

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Marketing and Communication Portfolio

Advertising and Promotion: Internal

(1 position open) Responsibilities:

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.

Supporting Activities:

• Attend all Portfolio meetings

• Attend all monthly General Assembly • Attend at least yearly 2 conferences Time Commitment: 5 - 7 hours per week 
 Requirements:

• DSLR camera • Filming skills

• Video editing skills (FCP X, After Effects, etc.) • Creativity

• Enthusiasm a must Benefits:

• Filming and editing skills • Teamwork skills


• Time Management

• Material for personal portfolio Reporting to: VP Communications

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Marketing and Communication Portfolio

Advertising and Promotion: External

(1 position open) Responsibilities:

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. Supporting Activities:

• Attend all Portfolio meetings

• Attend all monthly General Assembly • Attend at least 2 yearly conferences Time Commitment: 5 - 7 hours per week Requirements:

• DSLR camera (optional)

• Design skills (Photoshop, graphic, fashion) • Creativity
 • Enthusiasm a must Benefits: • Design skills • Teamwork
 skills • Time Management


• Material for personal portfolio Reporting to: VP Communications

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Marketing and Communication Portfolio

Social Media Manager

(1 position open) Responsibilities:

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. Supporting Activities:

• Attend all Portfolio meetings

• Attend all monthly General Assembly • Attend at least 2 yearly conferences Time Commitment: 5 - 7 hours per week

Requirements:

• Customer insight understanding • Time management • Portfolio a preference • Enthusiasm a must 
 Benefits: • Design skills • Teamwork skills • Networking 
skills • Time management

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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 Supporting Activities:

• 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

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Talent Management Portfolio

Personal Development Manager

(3 positions open) Responsibilities:

• 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 Supporting Activities:

• Attend weekly meetings

• Attend monthly General Assembly • Attend all TM organized socials Time Commitment: 6 - 8 hours per week Requirements:

• Emotional intelligence • Effective written skills • Dedication

• Punctuality Benefits:

• Getting to know the members within the chapter • Knowledge about functions of other portfolios • Stronger organizational skills

• Communication skills and interview skills

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