Event Coordinator

2 weeks ago

Abbotsford, Canada Abbotsford Chamber of Commerce Full time

The Abbotsford Chamber of Commerce is currently seeking an Event Coordinator to join our team. The Chamber is a private, non?profit, membership?driven organization comprised of approximately 650 business enterprises, civic organizations, not-for-profits and individuals. The Chamber is a lead champion for businesses in Abbotsford, ensuring that the interests of the business community are well represented in public policy decisions, and provides exclusive benefits to its members and local businesses. The Event Coordinator position takes a leading role in organizing and delivering a wide range of engaging Chamber events, a key networking opportunity for businesses and community leaders.

***

**Job Title**: Event Coordinator

**Reports to**: CEO (Direct Report)

**Salary Range**: $45,000-50,000 annually plus competitive benefits package, RRSP matching, and two weeks annual vacation.

**Work Schedule & Hours**: Monday-Friday, 8:30am-4:30pm (37.5 hours per week)
- Expected to attend a limited number of outside regular business hours events as required.
- Expected to work additional time or to adjust regular hours when work requires (pre-approval required). Time in lieu earned is generally expected to be taken within the same pay period.
- Standard vacation and leave provisions (details outlined in employment contract and Chamber Staff Core Policy Manual).

***

**Job Summary**:
This position is responsible for the coordinating, planning and execution of all signature and regular Chamber events. Working with and under the leadership of the CEO and the entire Chamber team, this position holds the responsibility to ensure meaningful and seamless event experiences with members and the local business community. Events are integral to community engagement and sponsorship relationships for the Chamber. Key sponsorship programs include Pillar Partners, Community Engagement Sponsors and reciprocal agreements. The position oversees our signature events: Abbotsford Business Excellence Awards, Golf Tournament and Agricultural Bus Tour, as well as the monthly luncheons and networking events.

The Event Coordinator is financially responsible to develop and closely monitor event budgets, revenue targets and financial forecasts for all events and sponsorships. This position reports regularly to the CEO on progress and the achievement of related financial goals.

The coordinator is also responsible for promoting events to bolster the Chamber's public profile, brand awareness and community engagement. This includes coordinating social media with the Chamber's contractor and working with Chamber staff on event related communications.

This position reports directly to the CEO in completion of duties and all expenditures.

***

**Overall Accountabilities**:
In advance of each new calendar year, develop annual events and sponsorships plan; concepts and schedule, in consultation with the CEO and with the input of staff i.e. at staff meetings.

**Events**:
**Coordinate monthly Luncheons** (6-9 per year)

**Support of the Company of Young Professionals and Entrepreneurs Events **(4 per year)

**Coordinate monthly Business After Business **(10-11 per year)***

**Signature Events**:
**Agricultural Bus Tour **(1 per year in June)***

**Summer Social **(1 per year in July/August)

***

**Golf Tournament** (1 per year in September)

***

**Abbotsford Business Excellence Awards** (1 per year in November)

**Sponsorships**:

- Work with the CEO to determine the yearly event sponsorship targets and for each event understand related budgets, revenue forecasts, financial goals and timelines.
- Adhere to the Chamber's sponsorships annual renewal cycle and relationship management protocol in the administration of sponsorship proposals, engagement and thank you letters, and fulfillment reports. With attention also to the signature events protocol.
- Work with the CEO to organized records of Chamber Pillar Sponsors, Community Engagement Partners, CYPE Program Sponsors, Agriculture Bus Tour Sponsors, Golf Tournament, Business Excellence Awards Sponsors, and Contra-Agreements.
- Keep track of all sponsorship agreements and ensure Chamber fulfillment throughout the year.

**Communications**:

- Create event materials, agendas and speaking notes.
- Follow Chamber Communications and Marketing Plans, particularly promotional activities related to events and sponsorships.
- Prepare and update the events section and pages on the Chamber website.
- Provide events information for the Chamber myBusiness monthly edition in The Abbotsford News.
- Lead on the weekly Chamber e-newsletter creation and dissemination.
- Work with the Business Engagement Manager and Social Media Contractor to:

- Generate communications and social media (Facebook, Twitter, LinkedIn) content ideas.
- Attend events and take photos or arrange photographer for communications and social media content.

**Reporting and Administrative Duties**:

- Provide events reports and information to th

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