Marketing and Events Coordinator

2 weeks ago

Toronto, Canada The Eglinton Way BIA Full time

**The Eglinton Way BIA - Marketing & Events Coordinator**
The Eglinton Way Business Improvement Area represents over 200 businesses in the Eglinton and Avenue area. The BIA is dedicated to promoting our midtown Toronto neighbourhood as a shopping district and to make it a welcoming place to live, do business and visit.

**Event Coordination**:

- Ensure smooth planning and execution of existing events
- Lead the creation of new events from concept to completion
- Create and manage budgets and track incurred expenses for individual events
- Ensure appropriate understanding of the specific needs of each event
- Manage the solicitation process for vendors and suppliers
- Secure all required contracts, invoices, proof of insurance and other documentation, as needed
- Book the appropriate room or venue for the scope of the event
- Book and scheduling appropriate entertainment for events
- Source budget appropriate and cost effective supplies, refreshments, catering and décor for events
- Oversee food delivery and set up as needed
- Oversee décor set-up for events
- Recruit extra staff and volunteers for event support
- Supervise and direct paid and volunteer staff at event
- Establish and secure event set-up, take down and security requirements
- Establish and secure the audio-visual and digital needs
- Be on hand, as required, for duration of event and directly involved in setup, clean-up and troubleshooting, to ensure the smooth execution of events
- Support the creation of event materials, such as, social media graphics, Powerpoint slides, posters, flyers, signage etc.
- Provide post-mortem report at end of the event on budget vs. actual expenses and suggest improvements to upcoming events
- Assist Office Manager with grant reports
- Attend weekly Marketing Sub-Committee meetings and take notes
- Participate in daily phone calls with BIA chair for event planning, updates and debriefs

**Marketing**
- Update the BIA website
- Design BIA marketing materials, such as, social media posts, ads, posters, flyers etc.
- Manage our social media profiles (Instagram, Twitter and Facebook)
- Schedule social media content in Hootsuite
- Update our events in online calendars
- Media and advertising outreach and coordination

**Qualities**
- Enthusiastic and creative with can-do attitude
- Responsible, adaptable, self-starter, resourceful, personable and detail-oriented
- Ability to work independently and meet tight deadlines
- Attention to detail, strong organizational skills, creative thinking and a passion for events
- Ability to multitask, prioritize and plan several concurrent events
- Ability to work under pressure in a dynamic and changing environment
- Excellent written, presentation, verbal and interpersonal communication skills
- Takes ownership and accountability and possesses a high level of integrity
- Able to act with tact, discretion and confidentiality
- Highly developed interpersonal skills to work with board/committee members, local businesses and community members

**Success Measurements**
- Smooth execution of events with mínimal need for support
- Effective communication with BIA Manager, BIA Chair and Marketing Sub-Committee to address the needs of the event
- Positive feedback from event participants and direct supervisors regarding the operation of each of the events
- Events completed within budget and in a cost-effective way

**Required Qualifications**:

- Post-secondary education in business, marketing, communications, event planning, local economic development, or another relevant field
- Minimum two years experience in event planning and execution, marketing and / or graphic design (preferably in the not-for-profit sector)
- Working knowledge of Gmail, Word, PowerPoint, Excel, Onedrive, Teams, Zoom & Mailchimp or other similar programs.
- Have consistently reliable home Wi-Fi for work
- Some lifting may be required, especially around set-up and take-down
- Familiarity with website management (Wix), Adobe Creative Suite and Canva
- Ability to work flexible hours as some events are early mornings/evenings/weekends

**Good to Have (Not Required)**:

- Working knowledge of BIAs or a municipal/non-profit environment
- Knowledge of the local community
- Driver’s License

**Applications**
- Resume
- Cover Letter
- Name and Phone Numbers of three professional references
- Copies of relevant certificates and diplomas

**Job Type**: Full-time
**Flexible Work Hours**: Monday to Friday
**Evenings & Weekends**:Required for meetings and events
**Salary**: $40,000 - $50,000 (commensurate based on experience)

**Salary**: $40,000.00-$50,000.00 per year

**Benefits**:

- Extended health care

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday

Application question(s):

- Can you access stairs and perform moderate lifting?
- Have you carefully reviewed our qualifications and salary expectations?

**Education**:

- Bachelor's Degree (required)

**Experience**:

- Event: 2 ye

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