Event Coordination Specialist

6 days ago

Canada Naut'sa mawt Event Management Full time

Position Overview

At Naut'sa mawt Event Management, we are guided by our Indigenous heritage, offering event management services that are culturally respectful and safe. We take pride in integrating Indigenous cultural practices and ceremonies into the events we organize.

The Events Assistant plays a crucial role in managing events from the initial client interaction to the successful execution on-site, ensuring that we uphold our high standards of customer service.

Key Responsibilities

Reporting to the Senior Event Manager, the Events Assistant will assist with various logistical and administrative tasks related to event coordination. The ideal candidate will be organized, possess strong communication skills, and have a commitment to promoting Indigenous heritage.

The role includes collaboration with internal teams, contractors, event attendees, speakers, and other stakeholders to ensure clear communication and effective execution of events.

  • Manage event registration processes, including maintaining guest lists, distributing communications, tracking RSVPs, and addressing participant inquiries.
  • Request quotes from various subcontractors such as hotels, caterers, cultural performers, and technicians as needed.
  • Assist with logistical requirements, including drafting communications, creating surveys, approving travel claims, and liaising with the marketing team.
  • Maintain accurate records and documentation related to events, including budgets, expense reports, and contracts, adhering to financial guidelines.

Event Support

Support event leads in delivering seamless programming during both in-person and virtual events by:

  • Participating in event rehearsals, briefings, and setup/teardown activities.
  • Ensuring that all necessary materials are on-site for event delivery and returned post-event.
  • Overseeing the registration area setup and teardown, including name tags and other materials, and assisting attendees as needed.
  • Welcoming Elders, speakers, and honored guests, providing honoraria when applicable.
  • Maintaining ongoing communication with event leads regarding priorities and assisting with on-site tasks to ensure satisfaction.

Administrative Duties

Perform professional administrative tasks in line with Naut'sa mawt Event Management standards, including:

  • Responding to routine inquiries via phone, email, or in-person.
  • Maintaining an organized filing system and company CRM.
  • Managing incoming and outgoing correspondence and documents.
  • Participating in staff meetings and strategic planning sessions as required.
  • Upholding confidentiality and exercising discretion when handling sensitive matters.
  • Identifying opportunities for improvement and innovation within responsibilities.
  • Supporting marketing initiatives by drafting communications and promotional materials.
  • Engaging in Indigenous cultural training to enhance the representation of Indigenous events.
  • Carrying out additional duties as assigned that are essential to the role.

Qualifications

  • 2-3 years of experience in the events industry.
  • Proficiency in Adobe Acrobat and Microsoft Office Suite, including Teams, Word, Excel, and PowerPoint.
  • Experience with virtual event platforms such as Eventbrite, Zoom, or Teams is an asset.
  • Experience working with Indigenous communities is preferred.
  • A completed bachelor's degree or certificate in event management is advantageous.

Skills and Abilities

  • Ability to work independently and take initiative.
  • Proactive in managing multiple projects and meeting deadlines.
  • Strong analytical skills under pressure.
  • Excellent written and verbal communication skills.

Additional Information

  • Willingness to travel for events across Canada is required.
  • Availability to work evenings, weekends, and holidays as needed.
  • Adherence to company policies and procedures is essential.
  • This position is remote for candidates located in specified regions, with a requirement to attend company meetings/events as necessary.
  • Salary Range: $50,000 - $57,000 per year based on experience.

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