Event Coordinator
6 days ago
Emily Carr University of Art + Design is a unique institution that fosters a community of students, faculty, and staff who are passionate about the creative sector and its associated knowledge economy. As a leading institution in British Columbia, we are committed to providing a student-centered environment that supports the development of the next generation of creative and cultural leaders.
About the RoleThe Event Coordinator will provide administrative support in the organization and management of all University-wide events. This is a key role that requires a high level of organization, attention to detail, and excellent communication skills. The successful candidate will be able to work independently and as part of a team to deliver creative and innovative events that meet the needs of internal and external clients.
Key Responsibilities- Assist the Events Lead in organizing and delivering university-wide events, including Donors, Alumni, Communications, Student Services, Faculty, and Human Resources.
- 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.
- Create purchase requisitions, and initiate payment vouchers.
- 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.
- 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.
- Additional experience in event management, marketing, and communications.
- Knowledge of university policies and procedures.
- Experience working in a higher education setting.
- Enrollment in a comprehensive benefits package, including Dental Coverage, Extended Health, Disability Coverage, and Life Insurance.
- Membership in the Municipal Pension Plan.
- Access to personalized telecommuting options.
- Competitive Vacation and Professional Development benefits.
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