Events and Logistics Assistant

3 weeks ago


Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title

Events and Logistics Assistant

Department

Dean's Office Administration | Special Projects and Administration | Dean's Office | Faculty of Applied Science

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

April 26, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

The Events and Logistics Assistant is a pivotal administrative position responsible for organizing, and coordinating a variety of events aimed at advancing the Faculty's strategic objectives and fostering professional development opportunities. Working closely with internal departments, faculty, staff, and external partners, you will ensure the seamless execution of events that enhance institutional visibility, promote academic excellence, and cultivate relationships with key stakeholders. This role entails coordinating event logistics to ensure the seamless delivery of services that fulfill the requirements of diverse clients. This involves handling space and user agreements, coordinating catering and audiovisual needs, handling invoicing, and maintaining clear, concise, and timely communication throughout the process. Exceptional customer service is paramount to ensure that both internal and external clients receive an exceptional and memorable event experience. Some events may require evening and weekend hours. This role will additionally serve as administrative support for the Associate Deans and provide backup coverage for the reception area within the Dean's Office.

Organizational Status

The Events and Logistics Assistant reports to the Senior Manager of Administration for the Dean’s Office in the Faculty of Applied Science.

The Events and Logistics Assistant has a close working relationship and interacts regularly with various departments, staff, faculty, guests, on-campus and off-campus resources/services departments, administrators of Faculties, Schools and Departments, and outside suppliers of goods and services.

Work Performed

Event Coordination (70%)
- Leads the arrangement and coordination of all logístical aspects of events, including venue selection, monitoring contract terms, catering arrangements, equipment rentals, and transportation logistics.
- Builds and maintains positive relationships with stakeholders which includes collating the information on their needs on room and equipment and provide recommendations of appropriate mix of faculties and services
- Create detailed event calendar schedules, coordinating with internal stakeholders and external partners to ensure all aspects of the event are executed smoothly and on time.
- Responsible for timely and accurate deposit and payment processing, invoicing, contract receipt, and collection of outstanding accounts receivable.
- Liaises with vendors, contractors, and service providers to secure necessary services and support for events, monitoring contract terms, and maintaining vendor relationships to ensure quality and value.
- Collaborates with the marketing and communications team to support event promotion efforts, including creating promotional materials, implementing social media campaigns, and coordinating media outreach.
- Oversees event registration processes and attendee communications; provides support to ensure a positive experience for all participants, including VIP guests and speakers.
- Recognize possible challenges associated with events and creating backup plans to mitigate them, ensuring compliance with safety regulations and institutional policies.
- Coordinates post-event evaluation process to assess the success of events, gathers feedback from participants, and generates reports analyzing event outcomes and effectiveness.

Executive Administrative Support (30%)
- Coordinates travel arrangements including airline, accommodation, ground transportation, itineraries, agendas, meetings etc.; prepares complex reimbursement of travel expenses incurred by the Dean/Associate Deans
- Under the direction of the Senior Manager, oversees the administration of the Associate Deans portfolios and works with the Scheduling & Logistics Assistant.
- Prepares communications for the Associate Deans by drafting various types of documents on behalf of the ADs, including confidential correspondence, notes, documents relating to grants and awards, presentations and reports based on brief oral instructions or notes. Tracking action items as required.

o Proofreading and copy-editing materia


  • Events and Logistics Assistant

    Found in: beBee jobs CA - 2 weeks ago


    Vancouver, British Columbia, Canada UBC Full time

    Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 4 (Gr7)Job TitleEvents and Logistics AssistantDepartmentDean's Office Administration | Special Projects and Administration | Dean's Office | Faculty of Applied ScienceCompensation Range$4, $4,827.00 CAD MonthlyPosting End DateApril 26, 2024Note: Applications will be...

  • Event Assistant

    2 days ago


    Vancouver, Canada JM Event Planning Ltd Full time

    '''Job Summary''' We are seeking an enthusiastic and detail-oriented Event Assistant to join our team. As an Event Assistant, you will play a crucial role in assisting with the planning and execution of various events. Your excellent organizational skills, strong communication abilities, knowledge and interest in Japanese culture will contribute to the...


  • Vancouver, Canada African Canadian Chamber of Commerce Full time

    Job Posting: Volunteer Event Coordinator (2-Month Position) Position Overview: We are seeking a dedicated and enthusiastic Volunteer Event Coordinator to assist in organizing and running an African Canadian Business Summit and Gala. As a Volunteer Event Coordinator, you will play a crucial role in promoting the event, securing sponsors and venues,...

  • Event Coordinator

    2 days ago


    Vancouver, Canada St. John's School Society Full time

    St. John’s School is seeking a qualified and experienced Event Coordinator. The Event Coordinator supports the mission and objectives of St. John’s School by playing a key role in building community spirit and creating a welcoming atmosphere for visitors. The Event Coordinator provides top-notch event planning, execution and hosting. The role also acts...

  • Coordinator, Events

    7 days ago


    Vancouver, Canada Canuck Place Children's Hospice Full time

    **Coordinator, Events** **Location: Vancouver Office, hybrid working options available** **Reporting to: Associate Director, Events & Sponsorship** **Job status: Temporary, full-time 1.0 FTE (75 hours bi-weekly)** **Start Date: July 2023** **End Date: October 2024** **Compensation: $51,865 - $61,427** - We want our staff to “thrive” not just...

  • Event Coordinator

    5 days ago


    Vancouver, Canada Emelle's Catering Ltd Full time

    **JOB REQUIREMENTS**: **Education**: - College/CEGEP **Experience**: - 1 year to less than 2 years **Tasks**: - Promote conference and meeting services or special events - Develop marketing and communication plans - Prepare, present and manage budgets - Determine requirements for hospitality services, signage, multi-media equipment, printing and other...

  • On-site Catering

    5 days ago


    Vancouver, Canada Cocktails and Canapes Full time

    Cocktails & Canapes is a leading catering company renowned for delivering exceptional culinary experiences and flawless event execution. With a reputation for excellence and attention to detail, we specialize in crafting unforgettable events for a diverse range of clients. Our dedicated team is committed to providing top-notch service and exceeding client...

  • Event Coordinator

    2 weeks ago


    Vancouver, Canada Emelle's Catering Ltd Full time

    Education: College/CEGEP - Experience: 1 year to less than 2 years **Tasks**: - Promote conference and meeting services or special events - Develop marketing and communication plans - Prepare, present and manage budgets - Determine requirements for hospitality services, signage, multi-media equipment, printing and other technical services, and arrange for...

  • Event Planner

    5 days ago


    Vancouver, Canada Shaughnessy Restaurant At Van Dusen Garden Ltd. Full time

    **JOB REQUIREMENTS**: **Education**: - College, CEGEP or other non-university certificate or diploma from a program of 1 year to 2 years **Experience**: - 1 year to less than 2 years **Work setting**: - Relocation costs covered by employer **Tasks**: - Develop risk management plans - Promote conference and meeting services or special events - Develop...

  • Event Coordinator

    2 days ago


    Vancouver, Canada Discover Canada Tours Full time

    Education: College/CEGEP - Experience: 1 year to less than 2 years **Tasks**: - Promote conference and meeting services or special events - Inspect and select sites - Develop marketing and communication plans - Develop media strategies and public relations activities - Recruit, hire and supervise staff and/or volunteers - Assist in site selection and attend...


  • Vancouver, Canada Covenant House Vancouver Full time

    **About Covenant House Vancouver**: Since 1997, Covenant House Vancouver has provided relentless support for youth experiencing, or at-risk of experiencing, homelessness. We provide support to young people age 16 to 24 who have experienced a wide range of early life and ongoing, complex trauma; including physical, sexual and emotional abuse and neglect. Our...

  • Events Coordinator

    5 days ago


    Vancouver, Canada British Columbia Schizophrenia Society Full time

    **Job Posting** **BC Schizophrenia Society Events Coordinator** **Part-Time (18 Hours/week)** **One-year contract (with the possibility of extension)** The British Columbia Schizophrenia Society (BCSS) has a vision where those affected by schizophrenia and other serious mental illness receive adequate treatment and support, and family members are essential...


  • Vancouver, Canada PHC Physicians and Surgeons Association Full time

    **PROVIDENCE HEALTH CARE PHYSICIANS AND SURGEONS ASSOCIATION** **JOB POSTING: Communications & Events Coordinator, Facility Engagement** **Reports To**:Director, Engagement and Operations, and Board of Directors, Providence Health Care Physicians and Surgeons Association (PHC PASS). **Duration**: Contract position (one year, with option to...

  • Event Manager

    3 days ago


    Vancouver, Canada Marriott International, Inc Full time

    **Job Number** 22214773 **Job Category** Event Management **Location** The Westin Bayshore Vancouver, 1601 Bayshore Drive, Vancouver, BC, Canada **Schedule** Full-Time **Located Remotely?** N **Relocation?** N **Position Type** Management **JOB SUMMARY** Responsible for preparing all event documentation and coordinates with Sales, property...


  • Vancouver, Canada Canada Wire & Metal Inc Full time

    We are a Trading company in Vancouver seeking a suitable person to join us. Position: Assistant Logistics Co-ordinator Location: Vancouver, BC (Close to Arthur Laing Bridge) **Duties and Responsibilities**: - Track, manage for import shipment as well as distribution freight logistics - Monitor shipment schedules and co-ordinate with different mills to...


  • Vancouver, Canada Canada Wire & Metal Inc Full time

    We are a Trading company in Vancouver seeking a suitable person to join us. Position: Assistant Logistics Co-ordinator Location: Vancouver, BC (Close to Arthur Laing Bridge) **Duties and Responsibilities**: - Track, manage for import shipment as well as distribution freight logistics - Monitor shipment schedules and co-ordinate with different mills to...

  • Events Coordinator

    Found in: beBee jobs CA - 1 week ago


    Vancouver, British Columbia, Canada Hyatt Hotels and Resorts Full time

    At Hyatt, we believe our guests select Hyatt because of our caring and attentive colleagues who are focused on providing efficient service and meaningful experiences. Our colleagues select us because we provide amazing opportunities, growth and development, a caring and inclusive culture, and fantastic benefits like: Discounted lodging accommodations at...

  • Event Planner

    5 days ago


    Vancouver, Canada Global Conference Alliance Inc Full time

    **JOB REQUIREMENTS**: **Education**: - Other trades certificate or diploma **Experience**: - 1 year to less than 2 years **Tasks**: - Develop risk management plans - Inspect and select sites - Develop marketing and communication plans - Develop media strategies and public relations activities - Co-ordinate and monitor conference and meeting activities...


  • Vancouver, Canada Lotus Full time

    **Marketing Events Assistant (Brand Marketing)** **_“The key to developing & growing a world-class team is developing & growing world-class people.”_** **Location**: Vancouver, CA (This is an in-person position) **Start Date**: 1-2 weeks from offer would be preferred Lotus has recently opened a new expansion in Vancouver and we are looking to expand...

  • event planner

    Found in: Talent CA 2 C2 - 2 weeks ago


    Vancouver, Canada Global Conference Alliance Inc Full time

    Education: Secondary (high) school graduation certificateExperience: 1 year to less than 2 yearsTasksDevelop risk management plansInspect and select sitesDevelop marketing and communication plansDevelop media strategies and public relations activitiesCo-ordinate and monitor conference and meeting activities and attend to related detailsCo-ordinate set-ups,...