Manager of Community Relations

1 month ago

West Vancouver, Canada Mulgrave School, The International School of Vancouver Full time

**Full-Time, Temporary (Maternity leave coverage)**

Mulgrave School is one of Canada’s leading independent co-educational pre-K - 12 day schools, serving the North Shore of Vancouver. We are an established IB Continuum World School with a reputation for excellence and innovation. We are now seeking applicants for the role of Manager of Community Relations & Events to start January 6, 2025.

Reporting to the Director of Talent and Recruitment and working with the Assistant Head of School (Enrichment) on community projects, the Manager of Community Relations and Events plans and runs school events to high standards while staying within budget. This role also leads the events team and builds positive relationships with community members, such as parents, local businesses, and community leaders.

**Duties and Responsibilities**

These may include, but are not limited to, the following:
Departmental Leadership
- Conduct regular team planning meetings to ensure coordinated and efficient execution of events in the school
- Direct line manage the Event Managers
- Conduct annual review and development (ARD) processes for the Event Managers
- Booking of all bookable resources after Calendar Committee approvals
- Attend annual Calendar Planning meetings with Assistant and Deputy Heads

Outside/Public Rentals (working with the CFO)
- Responsible for arranging all lettings and outside/public rentals
- Oversee rental contracts and fees (prepared by Rental Booking Coordinator)
- The management of rental events will include but not limited to contract liaison with external renters, contract management, pricing, collection and coordinate the hosting of rentals.

Liaison Duties
- Liaise with the facilities team, including janitorial supplier, for set-up, take-down and cleaning required for events & outside/public rentals, and rentals
- Liaise and is the main point of contact with Dana Hospitality regarding specific catering needs/menus for designated events
- Liaise with all event leads/directors in a timely way to ensure detailed event management requirements are clear and agreed

Budget
- Develop an annual strategic budget for school-sponsored events ensuring that internal departments are charged for events accordingly
- Manage the budget, in conjunction with the CFO, to ensure all events run cost-effectively

Events
- Plan and oversee all aspects of an event from the conception of the initial idea to the last detail according to requirements, target audience and objectives
- Use and management of suitable event software, input, and execution for each event
- Source and negotiate with vendors and suppliers, with oversight from CFO
- Be in charge of hiring external personnel (Servers, Bartenders, DJ’s, etc.)
- Ensure that appropriate event signage and promotional posters are in place
- Ability to ensure the event is completed smoothly and step up to resolve any problems that might occur
- Travel (e.g. supply runs, picking up flowers, catering supplies, etc) to support events as required
- Managing and weekly orders of food, beverages, and supplies for all school events

**Formal Whole School Assemblies & Ceremonies**
- Event planning and execution for the following formal assemblies and ceremonies
- Full school assemblies: Opening Assembly; Remembrance Day; Grace Assembly
- Major cultural events ie: Lunar New Year
- Graduation and Convocation ie: Semi-Formal, Grad Ball, Commencement/convocation ceremony
- Other high profile events as directed by the Head of School

**Community Relations, External**
- Is proactive in supporting the Head of School and Assistant Head of School (Enrichment) to maintain key community connections with local councillors and other key Northshore and GVA organisations and dignitaries. These include:

- Federal, Provincial and Municipal Politicians
- Ministry and district educational leaders
- Business leaders and Chamber of Commerce
- Other not for profit and community leaders

**Community Events, External**
- Work closely with the Head of School and Assistant Head of School (Enrichment) to implement and facilitate school involvement and participation in a number of external community-based events.
- Support the Director of Admissions, Marketing and Communications with external recruitment events

**Community Relations, Internal**
- Primary Liaison for the MVP Executive
- Attend all MVP Executive meetings
- Attend and support all MVP-run events
- Ensure that the annual AGM and retreat are planned and executed to meet the requirements of the bylaws
- Assist the MVP in directing and planning special events and celebrations
- Work with the Chinese Support Group for any events or special occasions

**Qualifications**:

- Minimum 5 years experience in Events and managing people
- BA or equivalent in Hospitality Management, Marketing, Communications or Events related field is preferred
- Experience using Event Planning Software, Perfect Table software; Photoshop; Excel; Google Platform; and Eventbrit

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