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Events & External Programs Assistant

4 months ago

Shawnigan Lake, Canada Shawnigan Lake School Full time

**OUR SCHOOL**

Shawnigan Lake School is a leading independent co-educational boarding school for ages 12-18 (grades 8-12) on Canada’s beautiful west coast. Our world-class facilities situated on a stunning 270-acre campus include eleven boarding houses, an observatory, salmon hatchery, rowing crew house on the lake, state of the art Learning Commons and Library, recording studio, and robotics lab. Our diverse, inter-disciplinary and innovative programming helps shape the next generation of global leaders.

**JOB DESCRIPTION**

**EVENTS AND EXTERNAL PROGRAMS ASSISTANT**

Shawnigan is seeking a highly motivated and talented Events and External Programs Assistant to join our team. This opportunity is a contract for a leave replacement and the position is available immediately through June 2025, with the possibility of extension. For the successful applicant, there will be a possibility for future opportunities within the School.

The Events and External Programs Assistant will support the running of a variety of programs and events at Shawnigan Lake School. This is a full-time position, typically 40 hours per week, and requires flexibility in scheduling. Shifts will be variable and are expected to include days, evenings, weekends and some statutory holidays. This role offers a salary equivalent to $20 - $23 per hour, commensurate with education, experience and internal parity, as well as a comprehensive benefits package and a nurturing, family-friendly environment.

**ROLES & RESPONSIBILITIES**

Under the supervision of the Events Team Lead, the duties of the Events and External Programs Assistant include but are not limited to:

- General (staff and student events)_
- Event set up, take down and clean up
- Use the master event calendar to ensure proper scheduling and mínimal conflicts among all school departments
- Work closely with each departmental point-person, ensuring event logistics are managed prior to event date; this includes assisting with submitting events orders and liaising with the Operations teams (Maintenance, Kitchen, etc.)
- Assist with booking venues, equipment, and catering for events, while ensuring that event décor is consistent and appropriate
- Ensure all events are planned to the highest possible standard
- Be on campus to represent the School's interests as needed, i.e., for planning and event commencement
- Oversee student volunteers and others supporting events on campus
- Other duties as required
- External Events _
- Event set up, take down, and clean up
- Use the external programs master event calendar to ensure proper scheduling and mínimal conflicts among all school departments
- Assist with arranging and booking guest accommodations and transportation as needed
- Assist with gathering quotes and making recommendations to the Events Team Lead
- Assist with managing key partnerships with key organizations, including Rugby Canada and Rowing Canada
- Assist with bookings for guests of Lecky House throughout the year
- Supporting the day-to-day operations of Lecky House, including greeting, set-up, and clean up for travelling teams, programs and guests staying onsite
- Promote the School as an attractive and popular destination regionally, nationally and internationally
- Advise clients on facility capabilities, required permits, insurance requirements, company policies and procedures
- Assist with booking campus facilities and hosting visiting groups as an ambassador for the School and what it stands for; this includes welcoming groups on arrival and staying connected with them while on campus
- Assist with invoicing groups and ensure payment is received in a timely fashion
- Oversee summer student workers, volunteers, and others supporting events on campus
- Other duties as required
- Summer Programs_
- Event set up, take down, and clean up
- Assist the Human Resources team with identifying and hiring of summer students
- Working with the Events and External Programs team to oversee summer student workers, volunteers, and others supporting events on campus including planning, coordinating assignments, training, and directing and overseeing their work
- Coordinate and communicate with all departments offering services for summer events including: Transportation, Food Services, Security, Housekeeping, IT, Recycling etc.
- Market Shawnigan for students drawn internationally, nationally and regionally
- Assist with managing bookings for guests of student dorms and other facilities throughout the summer
- Assist the Events and External Programs team in planning for the summer events season
- Provide professional and efficient support for events with design, serving, set-up, take down, food delivery and activity support
- Provide professional and efficient support for dormitory and accommodation services with accommodation turn over, cleaning and food delivery
- Inspect facilities to ensure they conform to client expectations
- Other duties as required

**REQUIREMENTS**
- Valid