Events Support Specialist

4 days ago

Barrie, Canada Napoleon Products Full time

**Title**: Events Support Specialist

**Reports To**: Corporate Affairs & Services Manager
**Job Purpose**: Under the direction of the Corporate Affairs & Services Manager, and working closely with colleagues across the company, the Events Support Specialist will be responsible for the successful planning, coordinating, and execution of all Corporate events.
**Key Responsibilities and Accountabilities**:

- Plans, coordinates, and executes various meetings/trips including, but not limited to: internal sales meetings for all product segments; customer appreciation trips for all product segments; “Napoleon Experiences” for all product segments; Dealer Council meetings, President Summit meetings, Distributor meetings; and departmental and Corporate Office meetings/events.
- Plans, coordinates, and executes all corporate events scheduled at the Barn; acts as the on-site contact during the events; in coordination with the Family Office Administrator (FOA), maintains the master schedule and notifies the appropriate individuals of corporate events taking place at the Barn; schedules caterers/chefs for Napoleon Experiences and/or purchases food for self-cooking by user groups; schedules cleaning of the Barn; schedules and tracks the movement of product through Show team or R&D departments to/from the Barn; and tracks and reconciles expenses related to corporate use.
- Plans, coordinates, and executes associate appreciation lunches, service award lunches, special celebrations (ex. milestones, WUSA 25th anniversary), Oktoberfest, etc.
- Plans, coordinates, and executes annual Christmas parties for children and adults.
- Organizes travel including air, ground transportation, and hotels for a variety of associates across many departments, as well as for customers and special guests.
- Works with various departments to ensure smooth coordination of events and timely communications are created and circulated.
- Creates and monitors event budgets by holding key stakeholders accountable, tracks expenses, and provides event reconciliations to the Manager, VPs, and President on a regular basis.
- Chief negotiator for corporate events and caterers/chefs, working alongside the Corporate Affairs & Services Manager, VPs, and President to optimize the value of all events while keeping costs in line with approved budgets.
- Participates in the recruitment and selection of co-op students alongside the Corporate Affairs & Services Manager; assigns work and provides direction to co-op students ensuring that tasks get completed on time; mentors other associates in events department.
- Works closely with the Marketing department and Executive Office to oversee the annual company Christmas program for customers.
- Provides administrative support to the Manager, runs errands for Executive Office/Events Team as required, and researches best practices for continued event success.
- Other duties as assigned.

**Education and Experience**:

- Postsecondary diploma in a relevant field of study is preferred; may include, but is not limited to conference and event planning, marketing, or events management.
- Minimum of three (3) years of related and progressive work experience in corporate event planning/coordinating.
- Must be proficient in Microsoft Office suite of products.
- Successful budget administration experience across multiple projects.
- Proven organizational and time management skills in order to meet multiple deadlines with strict timelines.
- Ability to work independently and as part of a team.
- Must have a valid driver’s license with access to reliable transportation.

The Napoleon Group of Companies is committed to fair and accessible employment practices that attract and retain Associates with disabilities. This includes providing accessibility across all stages of the employment cycle. Accommodation is available upon request.

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

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