Event Coordinator

7 months ago

Victoria, Canada Naut'sa mawt Tribal Council | Naut'sa mawt Resources Group Full time

**EMPLOYMENT OPPORTUNITY**

**Event Coordinator**

**POSITION FOCUS**:
Guided by values deeply informed by our Indigenous roots, Naut’sa mawt Event Management offers event management services that are inherently culturally safe and respectful and prides itself on the continual and respectful integration of Indigenous cultural activities and ceremonies in the events we manage.
The Event Coordinator is responsible for coordinating these events from initial client introduction to onsite event implementation in an effective and timely manner in order to meet Naut’sa mawt Event Management standards of customer service.

**ACCOUNTABILITY**:
Reporting to the Director of Events, the Event Coordinator will be assigned virtual, in-person and hybrid events in collaboration with government, non-profit, and corporate clients. Events are centred around indigenous-focused issues, engagements, and celebrations. This role will require collaboration with a variety of internal team members, contractors, event attendees, speakers, contractors, and other stakeholders to ensure events are clearly outlined, communicated, executed, and documented.

**KEY RESPONSIBILITIES**:
Lead point of contact for all assigned events, ensuring all client deliverables are met and that critical deadlines are upheld

Event Management responsibilities could include but are not limited to;
- organizing all event logistics such as overseeing registration, communications, speaker management, tech support, décor, graphic design and providing general customer service and support;
- Seeking quotations and hiring reliable subcontractors for events such as Hotels, Caterers, Cultural Performers, Elders, Technicians etc. identifying roles, responsibilities, objectives, and goals of each resource
- Providing cultural guidance to clients on how to ensure event programming remains inclusive and respectful to Indigenous cultures
- Liaising with Naut’sa mawt Events notetaking division to book minute-takers and report writers for events, providing guidance on format and expectation
- Adhering to the event budget and maintaining an accurate record of expenses and invoices as collected

Onsite Event management responsibilities could include but are not limited to;
- Supervising and assigning roles to event staff and subcontractors
- Overseeing smooth delivery of event programming
- Arranging rehearsals and overseeing audio/visual or virtual elements of event programming
- Organizing efficient registration processes or gift-giving processes.
- Greeting Elders or speakers, providing honoraria if applicable, and ensuring all other all are aware of the event agenda and timing

Perform professional administrative and clerical duties in accordance with Naut’sa mawt Event Management approved practices, policies, and service standards including:

- maintaining electronic and hard copy filing system;
- Accurate update of information into company CRM o Attends departmental meetings, staff meetings and events as required
- Occasionally supporting event sales initiatives including content creation, proposal writing, template creation etc.
- Ensure that service quality standards are maintained and consistently delivered in all areas of responsibility

The Event Manager effectively shifts priorities to achieve exceptional results, shows initiative to meet demands, and recommends solutions to address issues as they arise.

Monitors areas of responsibility for opportunities for improvement and innovation and work proactively to implement these;
Maintains strict confidentiality and exercises sound judgment and discretion when dealing with sensitive issues;
Carries out other duties as assigned that are essential to the position as directed

**EDUCATION AND PROFESSIONAL EXPERIENCE**
- Completed Bachelor’s Degree and/or Certificate or diploma in event management is required
- Minimum 1-2 years of experience organizing a variety of events
- Proficient in Adobe Acrobat and Microsoft Suite programs including Teams, Word, Excel and PowerPoint
- Experience working on a variety of virtual event platforms such as Eventbrite, Zoom or Teams is considered an asset
- Experience working with Indigenous communities is considered an asset

**KNOWLEDGE, SKILLS, AND ABILITIES**
- Working knowledge of various processes related to project and event management
- Ability to work independently with limited direction and act on own initiative
- Proactive and able to manage multiple functions and projects while meeting deadlines.
- Excellent leadership skills with the ability to provide clear, concise, and respectful direction to team members or contractors
- Sound analytical thinking when working under pressure with excellent conflict resolution skills, managing difficult situations with positive results
- Ability to provide, obtain or follow clear, concise, and accurate information orally and in writing (including spelling, grammar, context and structure)
- Excellent interpersonal and communicati

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