Event Assistant
19 hours ago
Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Front Counter 2 (Gr3)
Job Title
Event Assistant
Department
Event Planning | Leadership | UBC Robson Square
Compensation Range
$4,208.00 - $4,316.00 CAD Monthly
Posting End Date
January 11, 2025
**Note**: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Jan 16, 2026
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
Job Summary
As the first point of contact for the UBC Robson Square Event Planning team, the Event Assistant confidently and efficiently coordinates clients' event inquiries from initial booking through to contract signing. This includes creating and confirming room, audio visual, and catering bookings while ensuring our clients and their guests have positive experiences with UBC Robson Square by working flexibly and collaboratively within a high profile, cross-functional team environment. The Event Assistant also provides front line customer service, event support, and front counter information services. The administrative, event, and reception duties will be performed at the front desk as part of a dynamic team creating an energetic and responsive environment. This position is 1.0 FTE (35 hours/week).
Organizational Status
Reports to the Relationship Manager.
Work Performed
Greets clients on their event date and confirms details are in order for a successful event. Liaises with catering and concierge to ensure any last minute requests and issues are addressed including audio visual equipment, changes to catering orders, additional signage or photocopying, etc. Relays day-of event information to the Event Planning team in a timely and accurate manner.
Enters a considerable volume of basic to moderately complex event details into in-house software. Details include room booking, setup details, catering details, and audio visual equipment.
Prepares and issues client contracts, event confirmations, and other correspondence.
Schedules and conducts site tours for new clients.
Attends weekly events/suppliers meetings; Helps in relaying information from client to service providers such as AV requirements and catering information.
Tracks cancelled events and lost business in a cancellations log.
Provides clerical support to the event planning team and management such as generating reports using in-house software, sending reminders for outstanding contracts/deposits, updating policy and training manuals, etc.
Assists with other front desk duties as required (couriers, mail, building requests, back up to main reception telephone line, break relief, track front desk traffic), and event tasks (tracking booking requests) as appropriate.
Consequence of Error/Judgement
Decisions could have significant impacts on public perceptions of UBC and UBC Robson Square, both positive and negative. Service quality, program activity and community consideration are keystones of the facility and all very visible to the public in this downtown location. Poor decisions, errors and/or inept coordination could result in embarrassment for the University, diminution of its prestige and credibility and potentially significant negative financial implications.
The mandate of UBC Robson Square is to provide consistently excellent customer service to all clients and colleagues who use the facility. UBC Robson Square is a team environment where staff members consistently go above and beyond the call of duty to ensure each event is successful and that every customer is satisfied. From initial consultation to event management to final invoicing, it is critical that the Event Assistant provide prompt, professional service at all times and under all circumstances.
Supervision Received
Reports to the Relationship Manager.
Supervision Given
None. May train temporary employees as needed.
Minimum Qualifications
High School graduation, plus one year of post-secondary education, plus 3 years of related training in event services or conferences services OR an equivalent combination of education and experience.
Willingness to respect diverse perspectives, including perspectives in conflict with one's own
Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications
Tourism or hospitality certification an asset.
Superior customer service skills and experience essential. Ability to provide quality service to customers in a courteous, patient and professional manner.
Ability to be thorough, accurate, and have a high level of attention to detail.
Ability to effectively manage multiple events, tasks and priorities with a high degree of accuracy.
Abi
-
Event Assistant
2 months ago
Vancouver, Canada JM Event Planning Ltd Full time'''Job Summary''' We are seeking an enthusiastic and detail-oriented Event Assistant to join our team. As an Event Assistant, you will play a crucial role in assisting with the planning and execution of various events. Your excellent organizational skills, strong communication abilities, knowledge and interest in Japanese culture will contribute to the...
-
Event Specialist
6 months ago
Vancouver, Canada Social Ingredients Event Rentals Ltd Full time**About us** Social Ingredients is a boutique event furniture rental company founded in 2019. It was created from a passion to provide fresh, exciting, and on trend furniture solutions for private and corporate events. Reporting to General Manager, the event specialist will be an important member of the rentals team, assisting with customer inquiries,...
-
Promoter & Event Producer
7 months ago
Vancouver, Canada Enso Event Centre Full timeJob Overview We are excited to announce that we are looking forward to hiring an experienced and passionate individual as a Club / Event Promoter. Your primary aim will be advertising parties, events, and venues to prospective clients. As a Club Promoter, you will be responsible for planning and promoting the events to attract the potential clients. You...
-
Event Assistant
6 months ago
Vancouver, Canada Signal Crew Comms Full time**Job Title**: Entry-Level Event Assistant **Location**: Vancouver, BC **Department**: Events/Marketing **Reports to**: Event Manager **Job Summary**: We are seeking a highly organized and enthusiastic Entry-Level Event Assistant to join our Events team. This role is perfect for a recent graduate or someone looking to start their career in event planning...
-
Event Assistant
6 months ago
Vancouver, Canada Sangha Pro Full time**Description** Are you a highly organized and detail-oriented individual? Do you have a passion for event planning and a knack for creating memorable experiences? If so, we have an exciting opportunity for you to join our team as an Event Assistant. As an Event Assistant, you will play a crucial role in the planning and execution of various events,...
-
Events Assistant
4 months ago
Vancouver, Canada Emily Carr University of Art + Design Full timeJob Title Events Assistant Job Description Permanent Full-Time Position 8:30am to 4:30pm / Monday to Friday Pay Grade G ($58,094 to $62,134 per annum) Emily Carr University of Art + Design is a school of students, faculty, thinkers and makers unlike any other. Established in 1925, we are the only specialized, accredited, public, post-secondary...
-
Events Assistant
2 weeks ago
North Vancouver, Canada North Vancouver Recreation & Culture Full time**Events Assistant**: **(Casual)** **Competition #24038C** North Vancouver Recreation and Culture is looking for an Events Assistant to support the events team. This position is responsible for organizing, preparing, and assisting with events and activations throughout North Vancouver. This position reports to the Programmer II and collaborates with key...
-
Event Assistant
3 weeks ago
Vancouver, Canada Simon Fraser University Full timeUnion/Affiliation: **C.U.P.E. Local 3338** - Pay range: **$27.08 hourly plus 14% in lieu of benefits** - SFU Department Descr: **Meeting, Event & Conference Services** - Position Grade: **6** - # of openings: **12** - Biweekly Hours: **up to 40 hours** **Who We Are** Simon Fraser University is a leading research university, advancing an inclusive and...
-
Events Assistant
7 months ago
Vancouver, Canada CB Canada Full timeEvents Assistant With this new opportunity as an Events Assistant, you will be working as part of our amazing events team. Ultimately, you will become the go-to face of our client’s brand, dealing with event based sales and promotions of our client’s products and services in a friendly, positive and enthusiastic manner at our private site events. In...
-
Event and Floral Assistant
6 months ago
Vancouver, Canada All Occasions Decor Full timeJob Summary: **Duties**: - Picking up flowers, processing and conditioning, and making arrangements as needed - Able to pick up and carry at least 50lbs - Collaborate with the event planning and coordinatinng team to organize events - Assist in setting up/taking down event spaces, including decorations and equipment - Greet and assist event attendees in a...
-
Administrative Assistant
6 months ago
Vancouver, Canada Pedersen's Event Rentals Full timePedersen's is recognized by industry partners and competitors as a pioneer in the event rental industry. We continue to evolve, and today we serve 3 major markets: Seattle, Washington; Vancouver, BC; and Victoria, BC. With over 60 years in business we have been fortunate to maintain our family identity with second and third generations still at the helm....
-
Development Assistant, Events
7 months ago
Vancouver, Canada BCSPCA Full timeIf you are up for the challenge and would like to be considered for this position, we would like to hear from you. The British Columbia Society for the Prevention of Cruelty to Animals (BC SPCA) is looking to fill the following career opportunity: **POSITION**: Development Assistant, Events **STATUS**: Permanent; Full-Time **SHIFT**: 35 Hours per...
-
Event Assistant
4 months ago
Vancouver, Canada Simon Fraser University Full timeUnion/Affiliation: C.U.P.E. Local 3338 Pay range: $27.08 hourly plus 14% in lieu of benefits SFU Department Descr: Meeting, Event & Conference Services Position Grade: 6 # of openings: 14 Biweekly Hours: up to 40 hours Who We Are Simon Fraser University is a leading research university, advancing an inclusive and sustainable future. Our purpose...
-
Summer Event Assistant
6 months ago
Vancouver, Canada Ronald McDonald House BC and Yukon Full time**About the Organization** At Ronald McDonald House Charities® British Columbia and Yukon (RMH BC), we envision a province where families stay close to their sick children. Today, 2 out of 3 Canadians live in a city or town without a children’s hospital. Our Mission is to give sick children the healing power of being together with family. As a champion...
-
Restaurant Events Assistant
7 months ago
Vancouver, Canada Glowbal Restaurant Group Full timeGlowbal Restaurant Group has become one of the most successful restaurant companies in Vancouver. Our eight brands include Glowbal, Coast, Italian Kitchen, Trattoria Burnaby, Black+Blue (Vancouver & Toronto), The Roof, Five Sails and Riley Fish & Steak. Immersing guests in an experience that is fresh and vibrant, with engaging service, impressive wine, and...
-
Venue Event Assistant
3 months ago
North Vancouver, Canada Quay Property Management Corp. Full timeThe primary objective of the role of Venue Event Assistant is to provide support to clients during their use of the venue, and to address any issues as they may arise, as the primary contact representing the venue. The Venue Event Assistant will report directly to the Events and Client Services Coordinator on all aspects of the role. The person in this role...
-
Event Accounting Assistant
3 months ago
Vancouver, Canada Vancouver Christmas Market Inc. Full time**Vancouver Christmas Market 2024** Located in the heart of downtown Vancouver at Jack Poole Plaza, the 13th annual Vancouver Christmas Market (VCM) will open its doors to the public from November 13th, 2024, to December 24th, 2024. Tastefully decorated with its rows of charming wooden huts, Christmas trees and bright Christmas lights, VCM provides the...
-
Building Attendant
6 months ago
Vancouver, Canada VMCA Full time**Building Attendant & Event Assistant** The Vancouver Masonic Centre Association is looking for a building attendant/event assistant with a positive attitude and experience in a similar role. This job has the potential of full-time for the right person and would be ideal for someone who enjoys a flexible daytime schedule but is also able to accommodate...
-
Office and Event Assistant
6 months ago
Vancouver, Canada Real Estate Developer Full timeGryphon Development is a real estate development company based in Vancouver, BC. This innovative and fast‐paced company is integrated with in‐house departments executing full project cycles including acquisition, development, construction, sales and marketing and management. As the Accounts Receivable, you will be responsible for receiving payments,...
-
Driver Helper
3 months ago
Vancouver, Canada Element Event Solutions Full time**About Element Event Solutions** Element Event Solutions is Canada’s premier provider of event services, orchestrating over 30,000 memorable events annually in partnership with top venues, caterers, planners, corporate partners, and private hosts. Established in 1911 as Chair-man Mills, our company has grown with renowned brands including A&B Partytime,...