Events Associate

3 weeks ago

Kitchener, Canada Conestoga Students Incorporated Full time

**Position**:Events Assistant

**Location**:Conestoga College - Doon Campus (travel to other campuses and locations in and around Kitchener-Waterloo, Guelph, and Brantford will be required)

**Reporting to**:Events Manager

**Time Requirement**:35 hours per week (some evenings and weekends will be required)

**Contract Start**: May 1, 2023

**Contract End**: May 31, 2025

**Hourly Wage**: $46,800

**Company Overview**

Conestoga Students Incorporated (“CSI”) was founded in 1973 and is the official student association representing more than 21,000 students at all Conestoga College campuses. All full-time fee-paying students are the owners and customers of CSI, and we are dedicated to serving the students to the best of our ability.

As a temporary full-time team member at CSI, you would have access to the following benefits and perks **(Benefits available from start date)**:

- Competitive wages based on job market data
- Reimbursement for work-related travel expenses
- Paid time off to observe culturally significant events
- Flexible work hours and remote work

**Position Overview**

The Event Assistant provides support and assistance to CSI’s Events department in the planning and execution of activities and events for the students of Conestoga College.

This position reports directly to the Events Manager. In carrying out the duties of this position, a great deal of responsibility is exercised with final overview by the Events Manager. It is also important that the Event Assistant works extremely closely with the Events Manager to ensure that they are up to date on the basic overall operations of CSI’s student events and activities. In all activities, it is crucial that the Event Assistant recognizes that service to students is a top priority.

**Duties and Responsibilities**

Event Planning and Execution
- Assist in the planning, implementation, and execution of programming and events at all Conestoga campuses
- Support creation of event plans and event layouts for each event
- Facilitate and host various types of programming and events
- Assist in purchasing and acquiring supplies and prizes for activities and events, including submitting proper purchase request forms
- Submit financial invoices and cheque requisitions in a timely manner
- Assist in the successful implementation and execution of risk management strategies
- Complete post-event debrief forms for events and activities in a timely manner
- Propose new ideas to improve the event planning and implementation process through Event Debrief forms
- Execute events at maximum potential and meet event goals/targets in line with the current needs of students
- Support on-site production, setup, and clean-up for events
- Participate in the technical aspects of operating remote and/or hybrid events
- Collect and present on student feedback for events and programming
- Supervision of part-time event staff and administration of scheduling and payroll
- As needed, may be required to transport event materials using personal vehicle (if applicable)

Other General Duties
- Work in accordance with corporate by-laws, policies, and procedures, particularly to the CSI Mission Statement
- Adhere strictly to health & safety laws, policies and procedures concerning health & safety, accessibility, etc.
- Maintain confidentiality for business practices
- Work in an organized manner where detail, accuracy and confidentiality are critical
- Mandatory attendance at CSI related training days
- Complete organizational/special projects as assigned by the HR Generalist
- Other duties as assigned

**Working Conditions**

Physical Demands

This position spends long hours sitting and using office equipment and computers, which can cause muscle strain. Extended periods of standing and walking will be required for event preparation and execution. Lifting of supplies and materials up to 30lbs will also be required from time to time.

Environmental Conditions

This position performs work primarily in a busy, open area office and is faced with frequent interruptions and meetings with others on a regular basis. Travel between campuses and performance of work from home is required as needed. Some work may be required after office hours and on weekends.

Sensory Demands

This position requires long periods of intense concentration. The incumbent must also spend long hours on the computer entering information which requires visual focus, attention to detail, and high levels of accuracy.

Mental Demands

This position is expected to manage and meet multiple competing deadlines, which can cause significant stress. The incumbent also deals with a wide variety of people on various issues.

**Qualifications**
- Deep understanding of processes and pest practices for planning and executing events for diverse populations
- Understanding of legal requirements for hosting events, including (but not limited to) licences and permissions
- Knowledge of best practices in customer service and

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