Event Planner

1 month ago

Vancouver, Canada Lasallecollegevancouver Full time
Job Description

Posted Thursday, May 16, 2024 at 4:00 AM

LaSalle College Vancouver is part of the LCI Education Network which is present on 5 continents and has 23 post-secondary campuses and approximately 3,000 employees who support more than 17,000 students worldwide each year. From one country to the next, LCI Education favors the harmonization of its programs, which makes for greater flexibility, better control over the quality of its services, and deeper respect towards the various cultures it works with.

LaSalle College Vancouver offers a variety of design-based programs that respond to professional demands. Thanks to our reputation and continuous industry involvement, our experienced and dynamic teachers are passionate about providing world class instruction – both theoretical and practical – to our students.

POSITION SUMMARY

With the introduction of the new campus, the Event Team concentrates primarily on three key target groups: Students, Alumni, and External, incorporating industrial conferences, exhibitions, private events, and more. This position will place a greater emphasis on organizing external events to enhance brand awareness, aiming to achieve objectives and uphold a consistently high level of service for all stakeholders. This role involves frequent interaction with departmental staff, faculty, clients, guests, as well as internal and external suppliers.

Reporting directly to the Campus Director, and with the assistance of the Event Coordinator this position collaborates closely with the Marketing Team & Student Service Team to plan, coordinate, execute, and overseeing events and external group activities, spanning student affairs, alumni engagements, and external event requests—all while adhering to allocated budgets.

There is a requirement for weekend work and extended hours to facilitate event logistics on-site. Additionally, occasional travel may be necessary, involving participation in trade show booths or delivering presentations to groups.

The incumbent is expected to be responsive to off-hour phone calls for troubleshooting client events and must efficiently organize work to accommodate tight deadlines, often arising from the concurrent demands of short and/or long-term goals.

KEY JOB RESPONSIBILITIES

  • Develop event planning strategies aligned with Campus directives and branding guidelines.
  • Create an annual events calendar considering academic schedules and introducing new initiatives for our 3 event pillars.
  • Oversee project and event finances, ensuring budget adherence.
  • Utilize project task management to monitor actions, deadlines, and milestones for all events.
  • Delegate tasks or collaborate closely with relevant parties for task execution.
  • Be the first point of contact in the Event Team to nurture and manage partnerships effectively.
  • Prepares contracts, negotiates designated terms, sends/collects contracts, and confirms group bookings in writing and in a timely manner. Ensures that clients receive relevant documentation and that contracts are accurate and signed.
  • Oversees on-site conference logistics and attends key client functions. Troubleshoots problems and authorizes/implements corrective measures including the resolution of client concerns and disputes.
  • Calculates charges according to contracts, prepares pre-payment invoice, sends to client and pursues late payments; prepares post event summary of charges for accounts receivable, reviews transaction/account status, and ensures that LCV's financial exposure is within acceptable parameters.
  • Responsible for overseeing logistics for clients including recommending plans, suppliers, facilities and equipment related to events; booking/managing group accommodation if necessary; distributing applicable information to stakeholders.
  • Closes bookings through lead follow-ups, emails and telephone contacts.
  • Contribute to planning and coordinating recruitment events, promotions, and advertising activities across various channels, ensuring brand consistency.
  • Plan, execute, and participate in recruitment fairs, trade shows, and other events.
  • Plan, execute key student events on & off-site
  • Outline communication briefs for all event stakeholders to be reviewed by marketing
  • Outline media list for optimal PR impact and liaise with key stakeholders, to collaborate with marketing on deployment.
  • Generate reports using Customer Relationship Management (CRM) tools, analyzing campaign results such as conversion rates and ROI.
  • Monitor and handle procurement processes including managing quotes, purchase orders, and ordering marketing materials from suppliers.
  • Collaborate with internal departments to create and curate content.
  • Work with stakeholders to enhance processes and overall brand positioning.
  • Contribute to the development and coordination of special projects.
  • Maintain accurate records of all expenditures for reporting and analysis purposes.

DESIRED PROFILE

  • Bachelor’s degree in business administration, marketing profile or communication, or equivalent.
  • 4 to 5 years’ experience in Marketing, Events or Communications or in a similar position.
  • Previous experience utilizing a Customer Relationship Management (CRM) database would be an asset.
  • Active user with extensive knowledge of social media platforms (Facebook, Instagram, LinkedIn, Twitter, YouTube, Tik Tok, etc.).
  • Previous experience working in Higher Education would be an asset.

SKILLS

  • Excellent interpersonal, problem solving, planning, customer-service and organization skills.
  • Experience in fostering relationships and working cooperatively with staff teams, clients and suppliers.
  • Ability to plan and work independently and meet deadlines with a high degree of accuracy.
  • Ability to multi-task, prioritize, lead, work independently and be flexible as needed.
  • Must be professional and could interact with management, colleagues, faculty, and clients.

ABILITIES AND ATTRIBUTES

  • Plan, coordinate and execute the related workload.
  • Tech savvy.
  • Team players with a positive attitude and a strong work ethic.
  • High level of professionalism, diplomacy and tact.
  • Adapt to changing assignments and juggle multiple, and sometimes competing, priorities.
  • Understand the importance of confidentiality and demonstrate that proven ability in everything he/she does

Salary Range: $70,000 to $85,000

All employees at LaSalle College Vancouver are defined by key attributes which we value. These key attributes are: action oriented, innovative/creative, resourceful, respects peoples’ individuality and differences; engaging/effective communicator, committed to sharing knowledge and best practices, have a global perspective, embraces change, client/customer focused, and resilient.

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