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Marketing and Events Coordinator

2 months ago

Burnaby, British Columbia, Canada British Columbia Institute of Technology Full time
Job Summary

The British Columbia Institute of Technology is seeking a highly skilled and experienced Marketing and Events Coordinator to join our Marketing and Communications department. As a key member of our team, you will be responsible for creating brand advocates through event planning, implementation, and experiential marketing activations.

Key Responsibilities
  • Event Planning and Implementation:
    • Plan and organize 100+ annual events aligning with BCIT's vision, requirements from various stakeholders, and external market trends.
    • Research, develop, and implement event communications across different channels and platforms, adhering to provincial regulations for respect, diversity, accessibility, and inclusion.
    • Nurture and develop effective working relationships with internal and external stakeholders to ensure effective communication, and manage information following stakeholders' requirements and timelines, considering sensitivity and restrictions.
    • Collaborate with the digital team to develop and implement communication plans to promote events via various channels, including social media, email, newsletters, websites, etc.
    • Support event marketing initiatives in the development of direct marketing materials, mailouts, event-specific experiential marketing activities, and advise on additional marketing channels to increase event engagement and brand awareness.
    • Employ current and emerging technology for virtual events to drive efficacy and efficiency, calculate ROI based on attendance and satisfaction data, and prepare risk assessments and safety plans for events.
    • Organize site tours with SSEM partners and stakeholders to maintain an extreme level of professionalism and serenity.
    • Create and implement scorecard metrics and make recommendations for events planning, optimization, and improvement.
    • Work with the Marketing & Communications team to brainstorm and plan non-traditional, digital-first recruitment and experiential marketing activations.
    • Plan and organize Institute Student-led Campus Tours by providing administration support, updating the website, and training student guides.
  • Operational:
    • Monitor events budget, ensuring spending is within the approved budget, and ensure agreements and contracts requirements are met, deposits and invoices are processed, and event bookkeeping is recorded.
    • Seek cost efficiency through researching best practices in the Higher Education sector and using new technologies and methods to optimize current processes.
    • Undertake onsite set up and tear down of event gears, materials, and equipment, banner placements, load and unload equipment to event vehicles, and administer logistical support for events and activities.
    • Gather and analyze stakeholder needs, advise on all aspects of event coordination, document recommendations, build post-event data analysis, and share results.
    • Facilitate planning meetings with key stakeholders, produce agendas, executive briefs, build event timelines and project plans, provide input for speaking notes based on event objectives, create high-level PowerPoint presentations, and finalize scripting, stage direction, and volunteer arrangement, track timelines, chair meetings, and take minutes.
    • Research and plan recruitment events and experiential marketing activations utilizing brand awareness framework and stakeholders' objectives.
    • Provide information and liaise with the Creative team in the digital design and planning of events, including invitations, programs, websites, promotional materials, sponsorship, and/or advertising materials.
    • Create and maintain events databases through email deployment software and event participant tracking and check-in application.
    • Plan and facilitate volunteer and employee training programs and succession planning as requested by the Manager, maintain training manuals as required.
    • Participate in professional events and remain current of market trends in the event planning and implementation field.
    • Participate in Records Custodian training and remain current with record-keeping practices, policies, and procedures (both BCIT and FOIPOP).
    • Undertake related duties as assigned, consistent with the job grade for this position.
    Qualifications
    • Education:
      • Completion of a Bachelor's degree in Marketing, Communications, Hospitality Management, or similar discipline.
    • Experience:
      • Two years of general experience, plus up to four years of practical current experience in event management.
    • Software/Computer Application(s) and Expertise:
      • Demonstrated proficiency in all Microsoft Office applications and the web.
    • Communication/Interpersonal Skills:
      • Demonstrated ability to communicate effectively, diplomatically, and proactively at all levels.
      • Excellent critical thinking and problem-solving skills.
      • Ability to work and lead multiple, simultaneous projects from inception to completion in a team or independently.
      • Extremely resourceful, a self-starter, detail-oriented, and able to multi-task and change gears in a fast-paced environment.
      • Adaptable while maintaining composure and professional performance levels in a dynamic environment.
    • Other Skills/Abilities:
      • Must complete Level 1 Occupational First Aid Training.
      • Ability to manage multiple projects simultaneously.
      • Solid time management skills and ability to prioritize tasks.
      • Must be adaptable to rapid change.
      • Ability to lift 20 pounds.
      • Driver's license required.
      • Ability to work flexible hours when required, including evenings and weekends.