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Event Assistant

1 month ago

Victoria, Canada The Corporation of The City of Victoria Full time

**Job Description**:
**Event Assistant - Victoria Conference Centre**

**Competition Number**:24/257

**Posting Scope**:Internal / External

**Posted Date**:December 5, 2024

**Closing Date**:December 20, 2024, 4:30 PM PST

**Department**:Business & Community Relations

**Posting Type**: Continuous (Regular Full-Time)

**Work schedule**:Monday to Friday ( 35 hour work week)

**Salary**:$ 37.65 per hour, Pay Grade 9

**Job Code**:4057

**Employee Group**:This is a CUPE Local 50 position

**Number of Vacancies**:1

**POSITION FUNCTION**

Reporting to the Assistant Director of Sales & Events, the Event Assistant is responsible for delivering professional support to the event management team, encompassing administrative tasks, event bookings, and clerical functions for the Victoria Conference Centre (VCC).

**KEY DUTIES**
- Act as the primary point of contact for the Events department, providing administrative support and addressing sales inquiries from the public and other departments related to event bookings.
- Responsible for controlling the Customer Relationship Management (CRM) database, which includes data entry, updating and purging information, and supporting the team with system use and training.
- Ensure that file management and reporting practices meet the established standards and confirm compliance with Company policies and procedures.
- Lead the delivery of single-day events with fewer than 100 delegates, including finalizing logístical details, meeting with event organizers to clarify client needs, conducting on-site inspections, entering information into the event management system, ensuring staff and service providers understand requirements, scheduling and coordinating service providers, and preparing and submitting final event invoices to accounting.
- Generate and follow up on event orders required by clients and suppliers to ensure all supplies and services are arranged and delivered at the designated time and location for local and internal meetings and special events.
- Develop and maintain an accurate, up-to-date, and comprehensive knowledge of the venue's capabilities to effectively interpret and meet client requirements.
- Maintain a positive and professional image while building effective rapport with both existing and prospective clients, as well as suppliers.
- Perform related duties where qualified.

**INDEPENDENCE**
- Work is generated by event booking priorities or is assigned by supervisor and is performed according to established policy and procedure.
- Work is reviewed upon completion.
- Issues such as deviations from established procedures are referred to supervisor.

**WORKING CONDITIONS**

**Physical Effort**:
Sit with arms unsupported while keyboarding. (often)

**Mental Effort**:
Short periods of intense concentration while performing facility booking functions and scripting event plans. (often)

Deal with complaints and negative comments. (occasional).

Meet multiple deadlines. (often)

**Visual/Auditory Effort**:
Focus on a variety of source data and computer for short periods. (often)

**Work Environment**:
Office.

**KEY SKILLS AND ABILITIES**
- Ability to effectively organize and prioritize work.
- Ability to multitask in a fast-paced environment while maintaining a high level of attention to detail.
- Ability to communicate with the public in a courteous and tactful manner.
- Ability to use, and experience with, standard office equipment.
- Ability to work effectively, professionally, and timely with all staff, public and outside agencies.
- Ability to anticipate client and department needs.

**QUALIFICATIONS**

**Formal Education, Training and Occupational Certification**:
High school graduation.

Accredited courses in Business Administration, Hospitality Management, or related field (2 years)

**Experience**:
2 years of related experience in a sales or service/hospitality environment or an equivalent combination of education and experience.

Experience working with event management booking software or customer relationship management software is considered an asset.

**OTHER**:
May be requested to substitute in a more senior position.