Events Coordinator

3 days ago

Edmonton, Canada Alberta Motor Transport Association Full time

**Title: Events Coordinator**

**Reports to: Events & Sponsorship Supervisor**

Alberta Motor Transport Association is a not-for-profit, advocacy and safety training association functioning as the Voice, the Standard and the Resource for commercial transportation in Alberta. For more than 80 years, our work has encompassed a broad range of environmental, social, economic, safety and compliance matters that impact provincial highways. Research and innovation are now at the forefront of our projects, enabling AMTA to bring key stakeholders together to lead research and develop new technologies that will significantly enhance the industry while reducing human and environmental impacts.

**OBJECTIVE**
- The Events Coordinator plays an integral role on AMTA’s Marketing and Communications team and for the Association by creating and executing events and creative content to align with corporate priorities and strategic goals. This role will coordinate a variety of innovative and strategic events that help to build AMTA’s image, brand, and reputation and serve to inform and engage key audiences._

**OUR CORE VALUES**

**Character of our People**

Relentless professional integrity with a commitment to service, collaboration, fairness, and respect that celebrates diversity and drives excellence in everything we do.

**Advancing Innovation**

Exploring opportunities for continuous improvement to provide solutions that support and encourage positive advancement of AMTA and industry.

**Member Focused**

Hearing and responding to our members; respecting the importance of their experience and continuously striving to create value that exceeds expectations throughout our planning and delivery.

**Passion for Industry and Safety**

Bringing our energy and expertise to everything we do in support of an essential industry that makes the world a better place.

**MAJOR JOB FUNCTIONS**
- Event-planning, coordination, and execution: 75%
- Administration and logístical support: 15%
- Marketing and communications support: 10%
- General administration: 5%

**COMPETENCIES REQUIRED**
- High degree of professionalism, integrity, and ethics
- Proven ability to anticipate, assess, and readily adapt to continually shifting priorities; maintain resilience in times of uncertainty; and work effectively in a fast-changing environment
- Ability to assess options and implications and offer new or innovative ways to achieve business outcomes
- Proactively build networks; connect and build trust in relationships with different stakeholders
- Remain calm under pressure and maintain a member-oriented attitude
- Interact positively with a diverse range of internal and external stakeholders, including, but by no means limited to, event delegates/guests, sponsors, vendors and suppliers, members/clients, staff, volunteers, and other target audiences
- Ability to manage multiple projects and initiatives under tight deadlines
- Exceptional time-management, organizational, communication, and negotiation skills
- Strong problem-solving and decision-making skills
- Highly developed emotional intelligence
- Capable of working independently when required

**KNOWLEDGE/SKILLS REQUIRED**
- Excellent written and oral communication skills
- Computer proficiency with MS Office, Adobe, social media platforms, and project-management/event-planning platforms
- Know how to plan, execute, and review events - from start-to-finish
- Understand how to collaborate as part of a team and establish and maintain positive relationships with internal and external clients
- Knowledge of - and familiarity with - the commercial transportation industry in Alberta is considered an asset

**PRIMARY ROLE RESPONSIBILITIES**
- Under the direction of the Supervisor, Sponsorships and Events, help coordinate, execute, and evaluate all AMTA regular and one-off events, whether in-person or virtual
- Identify requirements, expectations, goals, and objectives for each event; create/recommend event proposals that fit AMTA requirements and present them by deadlines
- Plan/organize all events according to requirements
- Research and book venues, speakers/presenters and entertainers, photographers, transportation, and others as required
- Liaise with vendors, exhibitors, sponsors, and stakeholders throughout the entire event-planning/-executive process to ensure all details are in order
- Implement, and, where required, negotiate, contracts with venue personnel, caterers, hospitality staff, A/V providers, and other vendors to acquire necessary services and activities for events while meeting budgetary or other objectives
- Communicate/liaise with the MarCom team to build effective marketing, advertising, and promotions for each event; when necessary, craft materials, such as print or online pieces, for individual events
- Manage all event set-up, tear down, and follow-up processes; work events, as required
- Maintain and track event budgets
- Conduct final inspections on the day of the event t

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