24-19 Events Coordinator

1 month ago

Edmonton, Canada APEGA Full time

Edmonton, AB, Canada Req #93

Thursday, October 3, 2024

Want to be part of a team that makes a difference? Come be part of the change.

Since 1920, APEGA has been regulating the practices of engineering and geoscience to serve the public interest in Alberta.

We are looking for energetic people who thrive in a dynamic, fast-paced, and challenging environment. You are committed to serving the community with integrity, accountability, and innovation, and capable of delivering exceptional service. If you reflect these values, have the knowledge, skills, and abilities to make a difference through your work, and are passionate about acting in the best interest of public safety - then come be a part of our diverse and inclusive team

**Position Summary**

Reporting to the Events & Member Recognition Manager, the Events Coordinator is responsible for coordination and planning of various events or activities to support the Association's strategic initiatives, as well as enhance the image of APEGA and the profession and its value to society.

**Responsibilities**
- Managing events including logistics and planning to ensure smooth execution of events (internal or external) such as APEGA’s Summit Awards and AGM, Annual Holiday Receptions, Ethics Workshops, Nexus Conference, Member Milestones events and President’s Visits.
- Identifying event requirements including online registration if required using APEGA platforms (e.g., Cvent and ON24).
- Developing and maintaining vendor relationships.
- Identifying creative (branding) opportunities/elements to be used or created (I.e., appropriate logo and color use, ensuring consistency and brand recognition) within events and event platforms (e.g., Cvent and ON24).
- Communicating with attendees and providing support or answering questions about events.
- Administrating of all event details (event specific documents) including MC notes, BEOs, venue contracts, creating agendas, signage, name tags, etc.
- Managing on site to ensure smooth execution of events (internal or external).
- Developing collaborative relationships with vendors and oversee venue staff as required.
- Hosting pre-event meetings with and overseeing APEGA staff and volunteers working the event, so each individual is aware of their role and responsibilities.
- Overseeing, managing, and executing the set up and tear down; flow of event; tracking timing and troubleshooting any issues or problems with venue, volunteers and attendees to keep the event running.
- Documenting post-event information data including what went well and what needs improvement for all areas of the event (planning, execution, staff, etc.)
- Scheduling debrief and share post-event information with key stakeholders.
- Tracking historical event statistics including attendee history, costing, survey results and summary of key findings.
- Assisting with the honours and awards committee to maintain award recognition timelines as required.
- Managing inventory to ensure items are available for events or department requirements.

**Competencies, Skills & Attributes**

**Competencies**

**Knowledge**

**Skills/Abilities**
- Core:

- Exemplifying Integrity (2)
- Fostering Communication (2)
- Results Orientation (2)
- Service Excellence (2)
- Teamwork (3)
- Functional:

- Adaptability (3)
- Attention to Detail (3)
- Creativity and Innovation (2)
- Event Management (3)
- Project Management (2)
- Event industry best practices & standards
- Understanding of banquet event orders, audiovisual and venue contracts
- Identify and develop (or expand on existing) critical path for each event
- Cvent Online Event Registration - knowledge of this program is considered an asset
- ON24 webinar/event platform - knowledge of this platform is considered an asset
- Time management (prioritize & block time to complete required tasks in time frame allotted)
- Writing, editing, and proof-reading skills to produce award nominations, event agendas, etc.
- Ability to identify potential risks and ensure contingencies are in place
- Ability to troubleshoot on site to ensure the event continues appropriately
- Customer or client focus (provide the highest service possible when responding to members or staff enquiries)
- Independent workstyle but can come together with the team for collaboration and / or guidance.
- Flexible with changing priorities and events overall.
- Pleasant and approachable personality
- Willingness to help other staff members
- Comfortable dealing with various levels of stakeholders from direct colleagues to Council members, members of government, etc.

**Qualifications**
- Post-secondary diploma in public relations, communications, volunteer management, or similar preferred.
- 5-8 years of events coordination experience managing events including accommodation, catering, audio visual and onsite coordination.
- Demonstrated knowledge of event planning combined with some exposure to budgets is required.
- Experience must include high stake events in

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