Events Specialist

6 months ago

Edmonton, Canada Homeward Trust Edmonton Full time

**About Homeward Trust Edmonton**

Homeward Trust Edmonton (HTE) is a not-for-profit organization charged with ending homelessness in Edmonton. Our efforts are guided by community needs and priorities as outlined in A Place to Call Home: Edmonton’s Plan to Prevent and End Homelessness. Homeward Trust has a dynamic work environment, filled with high-energy, dedicated, and passionate people.

Homeward Trust coordinates and provides resources for local efforts that address homelessness and its impacts on individuals, families, and communities. We work with agencies, neighborhoods, mainstream systems, community members, and all orders of government in pursuit of this singular objective, grounded in the belief that we can and will end homelessness in Edmonton. Homeward Trust is proud that our community is recognized both nationally and internationally as a leader in this work.

Homeward Trust embraces the Housing First philosophy; prioritizing access to safe appropriate housing without pre-conditions, with supports required by the participant to remain in a home. Homeward Trust Edmonton’s programs involve housing (such as capital project funding, property management, and sourcing access to new or existing units for participant use) and supportive services to individuals in or seeking access to housing programs.

**Position Summary**

Reporting to the Director, Communications & Engagement, the Events Specialist is responsible for all aspects of special event logistics, including building event plans, project management and timelines, managing budgets, sourcing venues and entertainment, coordinating catering and audiovisual, and managing guest lists and tracking attendance.

This role employs keen attention to detail, exemplary project management skills and is both a creative and strategic thinker who knows how to clearly communicate and thrive in a fast-paced environment. The Events Specialist has significant contact with stakeholders, committee members, public, volunteers and all employees. This is a role that builds relationships and connects people to the whys of the work we do.

**Duties & Responsibilities**
- Strategic planning and logistics management for all Homeward Trust events including, but not limited to, Homeless Connect, Homeward Walk Run, ROOPH Awards, National Housing Day event, Conferences, Luncheons, Volunteer and Staff appreciation events, Funding and Capital Project announcements/openings, and other events as assigned which may include supporting on media events.
- Assist with the creation, implementation, and ongoing management of project plans and critical paths to ensure deadlines are met and there is clear stakeholder communication of project status, issues, timelines and roles and responsibilities.
- Ability to conduct thorough research into event venues, suppliers and industry standards relating to events and our programs.
- Liaise with and select venues, craft, and distribute invitations, manage RSVPs, plan seating charts, coordinate table setting and decor, coordinate guests, speakers and entertainment, order plaques, awards and other supplies, book photography and video recording, and all other related duties required to ensure successful event planning and delivery.
- On-site coordination of production plan, volunteers, vendors, suppliers, and staff.
- Support data management by creating and maintaining comprehensive databases and spreadsheets.
- Order and maintain inventory of signage, event materials and promotional and marketing items.
- Develop, manage, and reconcile budgets while managing ongoing costs and finances.
- Monitor and report back on measurable objectives and prepare timely postmortem reports and post event surveys.
- Volunteer recruitment and management
- Identify, evaluate, and select vendors and manage vendor contracts related to event management, venues, catering, supplies, rentals, décor, printing/signage, AV, photography/videography, security and other as required.
- Negotiate contracts with all vendors, including in-kind sponsorships or donations and maintain vendor database, including performance/satisfaction.
- Complete other related duties as assigned.

**Qualifications**
- Degree or Diploma in related area of study such as marketing, communications, hospitality, or event management (combination of education and experience may be considered).
- 3-5 years of experience in coordinating varied and complex public events.

**Knowledge, Skills & Abilities**
- Strong verbal and written communication and presentation skills
- Highly organized with exemplary attention to detail and the ability to think creatively and strategically.
- Ability to work to deadlines in a fast-paced environment to ensure deliverables and timelines are met.
- Ability to multitask while remaining accurate, flexible, and calm under pressure including the capacity to thrive in ambiguity.
- Ability to set and meet deadlines, prioritize tasks, make decisions promptly and effectively commun

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