Event Coordinator

3 weeks ago

Edmonton, Canada Students' Association of MacEwan University Full time

**Job Category |** **Full-Time 35 hours/week (2-year term with the possibility of permanent)**

**Hiring Salary Range | $**46,000 - 55,000 **per annum**

**Location of Work | City Centre Campus (CCC)**

Posting closes Friday, March 24, 2023, at 4:00 p.m. (MST)

**About SAMU**

The Students' Association of MacEwan University (SAMU) is a non-profit organization working independently from MacEwan University to support students. Our purpose is to enrich the student experience by focusing on their non-academic needs through an array of student-driven programs and services.

**Our Vision & Mission**:
Vision: All students benefit from vibrant student life and a culture of empowerment.

Mission: SAMU builds a positive student experience by creating a place to engage and connect, being a champion for all students, and providing opportunities that allow them to get the most out of their educational journey.

Job Summary

The purpose of the Event Coordinator is to collaborate and work on aspects of complex events at SAMU, from conception to execution, in collaboration and with direction from the Event Producer. The Event Coordinator must also oversee their programming list with assistance and supervision from the Event Producer. Objectives include but are not limited to; creating diverse and appealing initiatives; increasing student engagement and relationships with the community, quality of service, and relevance; planning events on time, within budget, and university parameters.

**Summary of Responsibilities**

Planning & Logistics
- 60%
- Assist with the development of concepts and ideas for events.
- Consider potential faculty and community partnerships when planning initiatives.
- Design events to meet aesthetic and branding standards.
- Assist with all significant events, including but not limited to; Fall Fest, Speaker Series, Winter Welcome initiatives, New Programming, Reading Break, and Year End Events/Awards.
- Plan, run, and execute events and operations, including but not limited to; MacEwan Partnership events, one or more events utilizing student talent and/or professional roles for students, and Food for Thought (Town Hall).
- Book student entertainment, volunteers, venue, catering, and facility requests with guidance from the Event Producer.
- Support the acquisition of sponsorship, as required.
- Coordinate promotional materials, marketing requests, merchandise items, and information.
- Arrange transportation and deliveries when necessary.
- Assist with the preparation of hospitality riders and marketing requests.
- Coordinate décor that is functional and enhances in-person or hybrid events.
- Collaborate with Marketing Department and MacEwan Departments to support the promotion of events.
- Ensure student and community contracts are fully executed and adhered to and payment takes place on time.
- Liaise with the Event Producer and other members of SAMU to ensure project requests are completed.

**Operations
- 30%**
- As part of the Events Team, the Event Coordinator will have opportunities to be on the panel to conduct interviews, train, support and develop part-time Event Assistants & Volunteers alongside the Event Producer.
- Ensure individual projects and general event needs are met.
- Collaborate with the Event Producer on event set-up and tear-down.
- Assist with technical and production aspects, as needed. Submit FIMs Requests.
- Manage day-of details such as entrance, tickets, meet and greets and Eventbrite.
- Coordinate and support volunteers throughout events.
- Contribute to the development and maintenance of the Events Department's annual budget.

**Other
- 10%**
- Collect statistics to help with event reports, debriefs, and future events.
- Collaborate with members of other departments within SAMU to support other initiatives.
- Network and establish relationships with other stakeholders within MacEwan and the greater Downtown community.
- Research professional development opportunities and maintain up-to-date knowledge.
- Support other SAMU staff as needed, as schedule allows.
- Other duties and projects as assigned.

**Education and Experience**
- A diploma in a relevant area or equivalent education and experience, such as Event Management or Arts and Cultural Management.
- At least two years of experience in the hospitality, entertainment, or event industry.
- Experience in production technology, volunteer management and working in a post-secondary environment is considered an asset.

**Skills**
- Strong computer skills and knowledge and ability to use various programs, including Microsoft Office Suite.
- Familiarity with both MAC and PC systems.
- Ability to organize time and priorities with limited supervision.
- Ability to work cooperatively with a team.
- Work flexible hours (evenings/weekends).
- Driver's license and vehicle access.

**Assets**
- First Aid
- ProServe/ProTech
- WHMIS

**Terms of Employment**

This full-time position features full health and dental benefits after

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