Events Coordinator

2 weeks ago

Victoria, Canada South Island Prosperity Partnership Full time

We are searching for a talented and motivated event coordinator to organize outstanding and unforgettable in-person, hybrid and virtual events. Working with the operations and marketing and communications team, you will be responsible for the majority of event planning and preparations, such as choosing venues, organizing audio/visual needs, approving catering, liaising with speakers, managing virtual event platforms and evaluating success afterwards.
As the event coordinator, you should be well-organized and possess a sound knowledge of vendor management. Excellent communication and attention to detail skills are vital in this role, as event success depends on you managing a variety of tasks simultaneously for multiple upcoming events.

**Responsibilities**
- Identify the event requirements and expectations for each event, ranging from member only events to full-scale conferences.
- Meet with sponsors, organizations, and executives as necessary to discuss and plan event specifications such as scope, format, budget, administrative details, and special requirements.
- Research and negotiate contracts with venue personnel, caterers, hospitality staff, photographers, A/V providers, and other vendors to acquire necessary services and activities for events while meeting budgetary objectives.
- Liaise with suppliers, exhibitors, and stakeholders during the planning process to ensure all parties understand relevant information and details.
- Setup and operate virtual events such as zoom webinars
- Manage event invites, registrations and guest lists
- Monitor and oversee events from preparation and set-up through teardown to ensure adherence to planned format, compliance with regulations, cooperation between vendors, resolution of issues, and overall satisfaction of participants and sponsors.
- Maintain accurate event budgets
- Assess an event's overall success and submit findings.
- Perform post-event tasks promptly such as any follow up meeting, reviewing invoices and bills, approving payments, and documenting issues and resolutions.
- As part of an agile and cross-functional team, this role may also include some project coordinator work in support of the various projects occurring in the organization

**Requirements**:

- Experience as an event coordinator/manager
- Well-organized with excellent multi-tasking and problem-solving abilities
- Outstanding vendor management skills
- Detail-oriented and reliable with good time-management skills
- Strong communication and interpersonal skills and the ability to work well under the pressure of deadlines
- Experience with Zoom webinars and digital event platforms considered an asset
- Able to work well individually and in a group

**Via Isarta**

This posting will remain active until the position is filled.

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