Events & Activities Coordinator

1 month ago

London, Canada Fanshawe Student Union Full time

**Events & Activities Coordinator - Temporary Full Time**

**Contract from July 2023 - April 2024 (with an opportunity for renewal)**

**35 hours per week**

**Reports To**

Events & Engagement Supervisor

**Summary**
Under the direction of the Events & Engagement Supervisor, the Event & Activities Coordinator assists in the planning and preparing of various activities and events, including sourcing venues, liaising with entertainers, speakers and exhibitors. This position acts as an ambassador of the FSU brand, and as a Host at various events and activities, will maximize student engagement and Fanshawe Student Union initiatives.

The Events & Activities Coordinator will provide support to event planning staff to ensure event success. Other duties include, but are not limited to: assisting and supporting the arrangement of any transportation, catering, signage, promotional materials, research on risk and liabilities, procurement and security. This position will also be required to work within event budgets.

Primarily this position will work afternoons and evenings, Monday through Friday, with the possibility of weeknights and weekends from time to time.

**Job Duties**
- Hosts and assists with FSU events and programming, including but not limited to: concerts, in-person, and online streamed events (day and evening).
- Assist with the internal and external event communications.
- In collaboration with the Events & Engagement Supervisor, manage vendors and suppliers, invite and liaise with speakers and exhibitors, source venues/internal locations, obtain quotes, and maintain detailed and accurate event files, producing post-event reports.
- Coordinate and/or assist with the delivery of materials to events, and the setup, testing, operation, take-down and the troubleshooting of all A/V and production equipment.
- Maintain regular communication with event and marketing teams and full-time staff of FSU re: events, promotions and activities.
- Assist with development and production of promotional marketing materials and any presentations as necessary.
- In collaboration with the Events & Engagement Supervisor, will assist with recruitment and retention of staff as required.
- Provide excellent customer service to all stakeholders and clients, and represents the FSU professionally at all times.
- Work collaboratively with staff to help execute club events.
- Ensure all equipment is maintained appropriately and is available for use by Entertainment team as required.
- Occasional travel may be required to various FSU locations;
- Other job-related duties as assigned.

**Job Requirements**
- Post Secondary School Diploma in Event Management, Marketing, Public Relations, Music Industry Arts, or related field required.
- 1-2 years’ event coordination or event management experience preferred.
- Strong communication skills, both verbal and written.
- Proven ability to manage budgets.
- Valid driver's license with a clean driving abstract
- Working knowledge of agent and talent relationships
- Ability to work individually as well as part of a team
- Ability to prioritize and manage conflicting demands
- Demonstrated time management skills
- General understanding of audio video equipment, set-up and use.
- Proficient PC Skills with MS Office and Windows
- High flexibility with strong interpersonal skills that allow one to work effectively in a diverse environment
- High level of integrity and work ethic

**Work Conditions**
- Irregular hours (afternoons and evenings).
- Interacts with employees, management, volunteers, customers/clients, and the public at large.
- Fast paced environment and position.
- Some travel may be required.

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