Event Coordinator

2 weeks ago

Vancouver, Canada St. John's School Society Full time

St. John’s School is seeking a qualified and experienced Event Coordinator. The Event Coordinator supports the mission and objectives of St. John’s School by playing a key role in building community spirit and creating a welcoming atmosphere for visitors. The Event Coordinator provides top-notch event planning, execution and hosting. The role also acts as backup support for the Junior and Senior School reception, and the School’s Administrative departments when required.

**Key Interactions**
- Reports to the Senior School Principal, and Junior School Principal and also take directions from the Executive Director of Advancement, Director of Admissions, and Executive Assistant to the Head of School when appropriate.
- Takes direction from: Various department heads as relevant to each event
- Key internal interactions: All faculty and staff at the school
- Key external interactions: all parents, all vendors for event planning, including grocers, caterers, hotels

**Key Responsibilities**

Key responsibilities for this position include, but are not limited to the following:

- Creating and managing the school’s events calendar
- Creating and managing event budgets and tracking incurred expenses for individual events for all departments.
- In collaboration with all departments and staff across the School, the Event Coordinator will support the overall mission, vision, and strategic direction through various school events and initiatives. Specifically, assists in the planning and execution of events in the Senior School, Junior School, Advancement Office, Admissions Office. In addition, the Event Coordinator works closely with the Recording Secretary of the Board and Executive Assistant for Board of Governor related events, such as Board retreats, Board Appreciation and Staff Appreciation events
- Schedule and conduct pre-event planning meetings with event owners to ensure event needs are clearly understood for execution
- Lead the creation of new events, and maintain, organize and coordinate existing events from concept to completion, and create high quality guest experiences.
- Smooth planning and execution of all events:

- Ensuring all school events are organized following procedures in the Staff Handbook, and requests for events are initiated with the event planning form on MySJS.
- Ensuring appropriate understanding of the specific needs of each event, including but not limited to catering, refreshments, tables, linen, chairs, décor, audio-visual needs, other equipment, the number of participants/guests, dietary needs, other logistics, and greeters
- Manage the solicitation process for logistic vendors and suppliers. Secure all required contracts, invoices, proof of insurance and other documentation as needed.
- Booking the appropriate room or venue for the scope of the event
- Sourcing budget-appropriate and cost-effective supplies, refreshments, catering, and décor for events
- Picking up and setting up food and décor for events
- Communicate with the Facilities department to provide event set-up, take down and security requirements.
- Communicate with IT about the audio-visual and digital needs
- Being on hand as required, for the duration of the event and be directly involved in set
- up, clean-up, and troubleshooting to ensure the smooth execution of events
- Provide a debrief report at the end of the event on budget vs. actual expenses and suggest improvements to upcoming events.
- Monthly meetings with direct supervisors for event planning, update and debrief
- Additional responsibilities as assigned by the direct supervisors to assist with administrative tasks in various departments of the School

**Qualities**
- Enthusiastic and creative with a “can-do” attitude
- Ability to work independently and meet deadlines
- Attention to detail, strong organizational skills, creative thinking, and a passion for events
- Ability to multitask, prioritize and plan several concurrent events
- Ability to work under pressure in a dynamic and changing environment
- Excellent written, presentation, verbal and interpersonal communications skills
- Takes ownership and accountability and possesses a high level of integrity

**Qualifications**
- Minimum two years experience in event planning and execution, preferably in the not-for-profit sector. Experience working at an independent school is considered an asset
- Working knowledge of Google Workspace environment and using a MacBook
- Basic understanding of the budgeting creation and management process
- Valid BC driver’s license and flexibility to travel locally
- Ability to work flexible hours as some events are in the early mornings/evenings/weekend
- Valid and current Serving It Right license

**Success Measurements**
- Smooth execution of events with mínimal need for support from other departments
- Effective communication between various departments to address the needs of the event
- Positive feedback from event participants and direct superviso

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