Event Planner

3 months ago

Vancouver, Canada UBC Full time

Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 4 (Gr7)
Job Title
Event Planner
Department
Event Planning | Leadership | UBC Robson Square
Compensation Range
$4,594.00 - $4,827.00 CAD Monthly
Posting End Date
August 28, 2024
**Note**: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
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 Description Summary
The Event Planner is an integral part of the entrepreneurial Event Services team who plans, organizes, and executes a wide variety of events ranging from small meetings to large conferences and receptions. This position oversees the complex logistics of all events, implements procedures and client services standards, coordinates the event planning and delivering processes and priorities, and builds and maintains positive relationships with key UBC and non-UBC teams to service approximately 3,100 innovative and memorable programs and events annually.
This position oversees the logistics to effectively deliver events that meet the needs of various clients through ethical and supportive guidance, including space/user agreements, promoting catering and audio visual requirements, invoicing, and ongoing clear, concise, and timely communication. Exemplary customer service ensures all internal and external clients receive an outstanding and memorable event experience.
The Event Planner adheres to UBC and UBC Robson Square policies and ensures unit standards and protocols required of an internationally recognized university are met.
This pair of 1.0FTE positions work collaboratively within a flexible schedule that allows the incumbents to meet with clients periodically during the evening and weekend, as dictated by the needs of the client/event.
Organizational Status
The Event Planner reports to the Relationship Manager at UBC Robson Square.
The Event Planner has close working relationships and interacts regularly with various departmental staff, clients, guests, on-campus and off-campus resources/service departments, administrators of Faculties, Schools and Departments, and outside suppliers of goods and services.
Work Performed
- Oversees a variety of complex client event logistics by coordinating and planning processes and priorities
- Secures appropriate space by booking the client s event in departmental venue management system by entering and updating detailed information, ensuring no conflicts or interruptions with other events or operational requirements going on simultaneously, etc.
- Organizes all pre-, on-site and post-event activities by monitoring operational activities, regular communication with clients, addressing concerns and proactively resolving problems to ensure the success of each event.
- Liaises with various stakeholders (clients, Concierge, catering, AV and IT Services, etc.) in the coordination of logistics for successful events set-up (room configuration, set-up, removal, etc.). Implements standardized critical event plans and carries out all arrangements around preparation for and managing successful events (ie floor plans, catering needs, etc.).
- Responsible for timely and accurate deposit and payment processing, invoicing, contract receipt, and collection of outstanding accounts receivable.
- Actively supports client retention strategies by implementing and monitoring established standards for client services, accuracy and efficiency as they relate to the success and completion of events; maintains structured and routine contacts with clients.
- Resolves client escalations in a timely and client-centric fashion with assistance from Manager as warranted.
- Actively participates in weekly production meeting. Creates and distributes agenda, prompts partners and colleagues review information prior to meeting, and follows up as necessary.
- Researches, prepares reports and makes recommendations effecting event planning and administration of various events; works with colleagues to implement new systems and policies. Drafts and updates Event Planner manual.
- Assists in implementing new space rental marketing strategies.
- Regularly reviews client evaluations and helps assess the unit s overall effectiveness with respect to customer service and quality. Provides timely and appropriate feedback, and works with colleagues and service providers to implement constructive resolutions to problem areas.
- Ensures clients are aware of terms of contracts, agreements, policies and procedures for the University of British Columbia and UBC Robson Square, including all payment terms.
- Follows up to ensure facilities are maintained in good operating order for

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