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Events Assistant
3 months ago
Job Title
- Events Assistant
Temporary Full-Time 6 Month Position (
ASAP
to 23 January 2024)
(Telecommuting Options Available)
8:30am to 4:30pm / Monday to Friday
Pay Grade G ($27.87 to $29.83 per hour)
What will you create here?
- At Emily Carr University of Art + Design we solve problems, cultivate creativity and are driven by the desire to design a better world. In keeping with this passion, we have an exciting and ambitious vision for the future which provides a valuable opportunity to expand our community partnerships. ECU is situated on unceded, traditional and ancestral territories of the xwməθkwə y əm (Musqueam), Sḵw x wú7mesh Úxwumixw (Squamish) and səl̓ il w ətaʔɬ (Tsleil-Waututh) peoples and are seeking to develop an inclusive approach to our outreach and build momentum for our centennial celebrations.
Some Typical Duties: - Assists the Events Lead in organizing and delivering creative and innovative university
- wide events for internal and external clients including Donors, Alumni, Communications, Student Services, Faculty, and Human Resources.
- Under the Events Lead supervision, researches sponsorship opportunities, negotiates, and finalizes agreements.
- Collaborates with the Events Lead and University Advancement team to regularly improve processes, as well as to support policies and procedures for all university events.
- Responsible for Eventbrite event management, including creating and issuing invitations and reminders and managing RSVP's.
- Responsible for issuing newsletters and invitations via Mailchimp.
- Researches venues, entertainment, caterers, props, and material for events.
- Coordinates materials, wayfinding/signage, and other collateral for events.
- Creates floor and table plans for events.
- Responsible for ensuring that all permits and safety and security arrangements adhere to university policies and fire bylaws.
- Creates purchase requisitions, and initiates payment vouchers.
- Prepares customer invoicing for events, and for filming, as required.
- Prepares internal general ledger transfer requests as required.
- Assists the Events Lead with managing bids and supplier proposals.
- Assists with budget followup and reviews for discrepancies.
- Maintains accurate filing systems for external events, as well as internal events as required.
- Maintains the university events calendar.
- Performs other related duties as required.
Required Qualifications
- Twoyear certificate or diploma in business, communications, event support, and fundraising events and activities.
- Minimum two years' experience working on special events, sponsor development, and dealing with Volunteers and Donors.
- Or an equivalent combination of education and experience.
- Experience in communications and social media an asset.
- Experience using Colleague preferred.
- Knowledge of Eventbrite management system and ability to manage many events reservations simultaneously.
- Advanced computer skills in Microsoft Office, social networking platforms, and Raiser's Edge (or equivalent database) is essential.
- Demonstrated experience interacting effectively with Donors, Alumni, Volunteers, and Internal Staff.
- Knowledge of event management processes and workflow.
- Ability to work under mínimal supervision, as well as effectively as part of a team.
- Ability to work in a highpressure, fastpaced environment, including evenings and weekends as required.
- Ability to handle large scale events in detail and prioritize actions.
- Excellent oral and written communication, interpersonal, and research skills. Ability to clearly communicate with a variety of constituents.
- Ability to network and assist in developing sponsorship opportunities.
- Strong ability to handle many projects simultaneously.
Preferred Qualifications
Additional InformationPosting Detail Information
Posting Number
- SA
Open Date - 06/20/2023
Close Date - 07/05/2023
Open Until Filled - No
Special Instructions to Applicants - Please provide a personal statement on your contributions to diversity, describing any professional skills, community experience, or willingness to engage in activities that advance institutional diversity and equity.
