Event Planner

Event Planner - Ajax-Pickering Board of Trade

Reports to: Executive Director

Position Overview:
The Ajax-Pickering Board of Trade (APBOT) is seeking a dynamic and experienced Event Planner to join our team. As the Event Planner, you will be responsible for coordinating and executing various events, forums, and networking opportunities to promote business growth and community engagement within Ajax, Pickering and throughout the Durham Region. This position requires exceptional organizational skills, attention to detail, time management, creativity, leadership, and the ability to work collaboratively with various stakeholders.

Key Responsibilities:
Event Planning and Execution:

- Plan, organize, and execute a wide range of events including large signature events, seminars, networking events, and social gatherings.
- Coordinate all logístical aspects of events such as venue selection, vendor management, catering, décor, audiovisual requirements, etc., negotiate terms accordingly, and coordinate on-site event execution.
- Develop event timelines, budgets, and critical paths to ensure smooth execution and adherence to established deadlines.
- Create and oversee event registration processes, including ticket sales, attendee tracking, and communication.
- Coordinate with internal and external stakeholders to gather event requirements, ensure event objectives are met, and foster collaborative relationships.
- Drive revenue generation by actively selling event sponsorships to support APBOT's events and overall budget.
- Document and update procedures related to this position to improve execution year over year.

Program Development:

- Work closely with the Board of Trade team of staff, committee groups and others to identify and develop event themes, content, marketing, and formats that align with the organization’s strategic goals.
- Research and propose innovative event concepts and ideas to enhance attendee experience and engagement.
- Assist in creating marketing materials, event content materials, and promotional strategies to generate awareness and drive event participation.

Relationship Management:

- Cultivate and maintain strong relationships with members, sponsors, volunteers, and vendors to secure support and resources for events on an ongoing basis.
- Serve as the main point of contact for event-related inquiries, providing excellent customer service and promptly addressing any concerns or issues.
- Collaborate with internal teams and external organizations to identify partnership opportunities and cross-promote events.
- Collaborate with volunteers by establishing and overseeing committees as needed, communicate applicable information, and leverage their support to achieve APBOT's objectives.

Post-Event Evaluation:

- Conduct post-event evaluations to assess event success, gather feedback, and identify areas for improvement.
- Analyze event data, including attendance numbers, participant feedback, and financial results, to inform future event planning decisions.
- Prepare post-event reports including P&Ls and share key findings with Board of Trade team and stakeholders.

Qualifications:

- Post-secondary education in event management, hospitality, public relations, or a related field is preferred.
- Proven experience (2+ years) in event planning and execution, preferably in a corporate or association setting.
- Strong project management skills with the ability to multitask, prioritize, and meet deadlines in a fast-paced environment.
- Excellent interpersonal and communication skills, both written and verbal.
- Creative thinking and problem-solving abilities.
- Knowledge of the Ajax and Pickering area and local business community is an asset.
- Availability to work flexible hours, including early mornings and evenings as required for events.
- Valid drivers license and ongoing use of own vehicle required.

Base salary range: $40,000 - $45,000 per year depending on experience, and a per kilometer allowance for approved travel. Benefits package available.

Only applicants meeting these requirements should apply. Only those considered for an interview will be contacted.

**Job Types**: Full-time, Permanent

**Salary**: $40,000.00-$45,000.00 per year

**Benefits**:

- Automobile allowance
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday

**Experience**:

- Event Planning: 2 years (preferred)

Licence/Certification:

- Driving Licence (required)

Work Location: In person

Application deadline: 2023-07-28