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Event Coordination Specialist

3 months ago

Vancouver, British Columbia, Canada Emily Carr University of Art + Design Full time
Job Title: Event Coordination Specialist
Employment Type: Permanent Full-Time
Working Hours: 8:30am to 4:30pm / Monday to Friday
Salary Range: Pay Grade G ($58,094 to $62,134 per annum)

Emily Carr University of Art + Design stands as a unique institution, dedicated to the cultivation of creativity and innovation since its inception in 1925. As the only specialized, accredited public university in British Columbia focused on the creative sector, we are committed to merging research, critical theory, and studio practice within an interdisciplinary framework. Our approach is intentionally student-centered, fostering an environment that encourages dialogue, expression, and the development of future creative leaders.

The Event Coordination Specialist plays a crucial role in providing administrative assistance for the planning and execution of university-wide events. Flexibility to work occasional evenings and weekends, as well as additional hours, is required.

Benefits of Joining Emily Carr:
  • Comprehensive benefits package, including Dental Coverage, Extended Health, Disability Coverage, and Life Insurance.
  • Membership in the Municipal Pension Plan.
  • Personalized telecommuting options available.
  • Competitive vacation and professional development benefits.

Key Responsibilities:
  • Support the Events Lead in the organization and execution of innovative university-wide events for various stakeholders.
  • Conduct research on sponsorship opportunities and assist in negotiations and agreement finalizations.
  • Collaborate with the Events Lead and University Advancement team to enhance processes and uphold policies for university events.
  • Manage Eventbrite for event coordination, including invitation creation and RSVP management.
  • Utilize Mailchimp for issuing newsletters and event invitations.
  • Research and coordinate venues, entertainment, catering, and materials for events.
  • Oversee the creation of materials, signage, and other collateral for events.
  • Develop floor and table plans for event layouts.
  • Ensure compliance with university policies and safety regulations for all events.
  • Create purchase requisitions and initiate payment processes.
  • Prepare invoicing for events and related activities as necessary.
  • Maintain accurate filing systems for both external and internal events.
  • Keep the university events calendar updated.
  • Perform additional related duties as required.

Required Qualifications:
  • Two-year certificate or diploma in business, communications, event support, or related fields.
  • Minimum of two years of experience in special events, sponsor development, and volunteer management.
  • Experience in communications and social media is advantageous.
  • Familiarity with Colleague software is preferred.
  • Proficient in Eventbrite and capable of managing multiple event reservations simultaneously.
  • Advanced skills in Microsoft Office and database management systems are essential.
  • Proven ability to interact effectively with diverse stakeholders.
  • Strong understanding of event management processes and workflows.
  • Ability to work independently and collaboratively in a team setting.
  • Capacity to thrive in a fast-paced environment, including evenings and weekends as needed.
  • Excellent communication, interpersonal, and research skills.
  • Strong organizational skills with the ability to manage multiple projects.

Preferred Qualifications:
Emily Carr University actively encourages applications from individuals who are committed to equity, diversity, and inclusion. We particularly welcome candidates from historically marginalized groups, including women, individuals with diverse gender identities, persons of all sexual orientations, racialized individuals, persons with disabilities, and Indigenous peoples. All qualified candidates are encouraged to apply.