External Programs

4 weeks 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**

**EXTERNAL PROGRAMS AND EVENTS COORDINATOR**

We are looking for a dynamic and creative External Programs and Events Coordinator to join our Events and External Programs team. The External Programs and Events Coordinator is responsible for planning, coordinating, and implementing all external Shawnigan Lake School events and programs, while assisting with internal events when time allows. An experienced and collaborative events planner is required, who will provide leadership and outstanding service, while overseeing the execution of a wide variety of events, inclusive of their operations and logistics.

This is a full-time position and offers a competitive salary, a comprehensive benefits package, an excellent RRSP contribution plan and a flexible, nurturing, family-friendly workplace.

**ROLES & RESPONSIBILITIES**
- Develop and manage a sophisticated facility rental, summer programming and external events business plan that supports the vision and values of the School and generates revenue
- Actively identify new opportunities to maximize revenue
- Marketing and promoting Shawnigan Lake School as an attractive and popular destination for potential students drawn locally, nationally and internationally
- Manage and develop partnerships (and Memoranda of Understanding) with key organizations
- Develop annual budgets and goals for facility rentals and maintain forecast of progress
- Gather and review quotes and make recommendations to the Chief Financial Officer
- Work with external vendors to negotiate contracts, while following up to ensure contractors adhere to agreements
- Advise clients on facility capabilities, required permits, insurance requirements, School policies and procedures, and determine event costs and final settlement
- Monitor event activities to ensure client safety and compliance with applicable regulations and laws
- Coordinate and oversee event notifications, registration, and reminders for all external Shawnigan Lake School events
- Provide leadership and direction to all event service personnel, regardless of position or title, for any assigned event
- Coordinate and communicate with all departments offering services for summer events including: Transportation, Food Services, Security, Housekeeping, IT, Recycling etc.
- Work with Accounts Payable to ensure groups are invoiced correctly and payment is received on time
- Audits invoices post event to ensure accuracy for billing
- Oversee School facility, accommodation, and transportation bookings for external events and summer programs
- Oversee and manage the external programs master event calendar to ensure proper scheduling and mínimal conflicts among all School departments
- Host visiting groups as an ambassador for the School, including welcoming groups on arrival, staying connected with them while on campus, and managing set-up and clean-up for their stays
- Inspect facilities to ensure they conform to client expectations
- Coordinate and provide professional and efficient support for event setups and teardowns
- Lead the development of a web presence for the Summer Program
- Assist the Human Resources team with identifying and hiring of summer students
- Provide assistance and coverage on all internal events and programs throughout the School year
- Other duties as required

**REQUIREMENTS**
- Completion of post-secondary education in Event Planning, Project Management, or a related field, preferred
- Minimum of 2-3 years events management experience
- Intermediate to advanced skills in Microsoft Office Suite (MS Word, Excel, PowerPoint), and Google Suite along with demonstrated abilities in producing mail merges
- Experience in running events for a profit and on budget
- Experience in negotiating event contracts, including budgeting, obtaining quotes and negotiating pricing
- Experience working in a boarding school or campus environment, an asset
- Available to work outside normal working hours (evenings and weekends and the occasional split shift, when necessary, during peak operational times)
- Good project management skills
- Outstanding communication skills and ability to work alongside administrative, educational and operational staff in a campus environment
- Self-motivated individual with demonstrated ability to provide leadership
- Creative and flexible problem solver
- Capable of working under pressure in a fast-paced environment
- Excellent interpersonal skills with the ability to nurture an

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