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Event Coordinator

2 months ago

Halifax, Nova Scotia, Canada Halifax Tower Hotel Ltd. Full time
Event Planner Job Description

We are seeking a highly organized and detail-oriented Event Planner to join our team at Halifax Tower Hotel Ltd.

Key Responsibilities:
  • Develop and implement risk management plans to ensure a safe and successful event.
  • Promote conference and meeting services or special events to clients and stakeholders.
  • Develop and monitor emergency security plans to mitigate potential risks.
  • Inspect and select suitable venues for events.
  • Develop marketing and communication plans to promote events.
  • Develop media strategies and public relations activities to enhance event visibility.
  • Recruit, hire, and supervise staff and/or volunteers as needed.
  • Prepare, present, and manage budgets for events.
  • Develop financial procedures to ensure accurate accounting and reporting.
  • Develop sponsorship, partnership, or fundraising programs to support events.
  • Review bids and negotiate costs with vendors and suppliers.
  • Determine requirements for hospitality services, signage, multi-media equipment, printing, and other technical services, and arrange for and manage contracts for these services.
  • Arrange for production or purchase of promotional products.
  • Arrange for shipping, receiving, and storage of event materials.
  • Assist in budget preparation and provide financial reports as needed.
  • Assist in site selection and attend to related details.
  • Co-ordinate and monitor conference and meeting activities and attend to related details.
  • Co-ordinate media services, including audio-visual equipment and technical support.
  • Co-ordinate set-ups, staging, seating, parking, communication systems, and other details for special events.
  • Confirm and co-ordinate speakers, performers, and other event participants.
  • Implement registration systems and information materials for events.
  • Implement social programs, food and beverage, transportation, and other services for events.
  • Set up and monitor, or arrange for the setting up and monitoring of multi-media equipment.
  • Plan and arrange for accommodation and transportation services for event participants.
  • Plan and arrange for trade shows and exhibits.
  • Plan schedules, goals, and objectives for events.
  • Develop registration systems and information materials for events.
  • Plan for required documentation and for pre- and post-distribution of documentation (itineraries, evaluations, etc.).
  • Research and design special events programs.
  • Plan for VIP arrangements, including accommodations, transportation, and other special requests.
  • Book facilities for office personnel and event staff.
  • Plan for traffic and crowd control and security measures.
  • Plan for social events and guest programs.
  • Develop policies and procedures and attend to other management responsibilities.
  • Prepare final financial and other reports for events.
  • Manage Event Logistics, including coordination of vendors, suppliers, and event staff.
  • Plan and oversee Webinars, including technical support and logistics.
  • Identify human resources requirements and develop plans to meet them.
  • Develop and implement business plans to support events and the organization.
Requirements:
  • 5-10 years of experience in event planning or a related field.
  • Excellent communication and interpersonal skills.
  • Ability to work under pressure and meet deadlines.
  • Strong organizational and time management skills.
  • Ability to work independently and as part of a team.
  • Proficiency in Google Docs, database software, and MS Office.
  • Experience working in a hotel, motel, or resort environment.
  • Criminal record check required.
  • Ability to work in a fast-paced environment with tight deadlines.
  • Flexibility and adaptability in a dynamic work environment.
  • Excellent written and oral communication skills.
  • Ability to work accurately and efficiently in a detail-oriented role.
  • Client-focused and results-driven with a strong commitment to excellence.
  • Ability to work as a team player and contribute to a positive and inclusive work environment.
What We Offer:
  • A competitive salary and benefits package.
  • Opportunities for professional growth and development.
  • A dynamic and supportive work environment.
  • The chance to work with a talented and experienced team.
  • A comprehensive training program to ensure success in the role.