Event Coordinator

1 month ago

Vancouver, British Columbia, Canada Emily Carr University of Art + Design Full time
Event Assistant Job Description

Emily Carr University of Art + Design is seeking a highly organized and detail-oriented Event Assistant to support the organization and management of all University-wide events. The successful candidate will provide administrative support to the Events Lead and work closely with various stakeholders to ensure the success of events.

Key Responsibilities:
  • Assist the Events Lead in organizing and delivering creative and innovative university-wide events for internal and external clients.
  • Research and negotiate sponsorship opportunities, and finalize agreements.
  • Collaborate with the Events Lead and University Advancement team to improve processes and support policies and procedures for all university events.
  • Manage Eventbrite event management, including creating and issuing invitations and reminders, and managing RSVPs.
  • Issue newsletters and invitations via Mailchimp.
  • Research venues, entertainment, caterers, props, and materials for events.
  • Coordinate materials, wayfinding/signage, and other collateral for events.
  • Create floor and table plans for events.
  • Ensure that all permits and safety and security arrangements adhere to university policies and fire by-laws.
  • Prepare customer invoicing for events, and for filming, as required.
  • Prepare internal general ledger transfer requests as required.
  • Assist the Events Lead with managing bids and supplier proposals.
  • Assist with budget follow-up and reviews for discrepancies.
  • Maintain accurate filing systems for external events, as well as internal events as required.
  • Maintain the university events calendar.
Requirements:
  • Two-year certificate or diploma in business, communications, event support, and fundraising events and activities.
  • Minimum two years' experience working on special events, sponsor development, and dealing with Volunteers and Donors.
  • Or an equivalent combination of education and experience.
  • Experience in communications and social media an asset.
  • Experience using Colleague preferred.
  • Knowledge of Eventbrite management system and ability to manage many events reservations simultaneously.
  • Advanced computer skills in Microsoft Office, social networking platforms, and Raiser's Edge (or equivalent database) is essential.
  • Demonstrated experience interacting effectively with Donors, Alumni, Volunteers, and Internal Staff.
  • Knowledge of event management processes and workflow.
  • Ability to work under minimal supervision, as well as effectively as part of a team.
  • Ability to work in a high-pressure, fast-paced environment, including evenings and weekends as required.
  • Ability to handle large scale events in detail and prioritize actions.
  • Excellent oral and written communication, interpersonal, and research skills. Ability to clearly communicate with a variety of constituents.
  • Ability to network and assist in developing sponsorship opportunities.
  • Strong ability to handle many projects simultaneously.
Preferred Qualifications:
  • Additional experience in event management, communications, and social media.
  • Knowledge of university policies and procedures.
  • Ability to work in a diverse and inclusive environment.

Emily Carr University especially invites those who have demonstrated a commitment to upholding the values of equity, diversity, and inclusion and will assist us to expand our capacity for diversity in the broadest sense. In addition, to correct the conditions of disadvantage in employment in Canada, we encourage applications from members of groups that have been historically disadvantaged and marginalized. These include women, persons with diverse gender expressions and identities, persons of all sexual orientations, racialized persons, persons with disabilities, and First Nations, Metis, Inuit and Indigenous persons. All qualified people are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority.

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