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Events Officer

3 weeks ago

Belleville, Canada Loyalist College Full time

**About Loyalist**
- Loyalist College is located on the territory of the Huron-Wendat, the Anishinaabeg, and the Haudenosaunee people. We acknowledge our shared obligation to respect, honour, and sustain these lands and the natural resources contained within.Loyalist College is Ontario’s Destination College - empowering students, faculty, staff, and partners through experiential, industry focused, cluster-based education, training, and applied research programs. Located on more than 200 acres in the beautiful Bay of Quinte region, the College is perfectly positioned between Toronto, Ottawa, and Montreal. Loyalist College is a close-knit community where students and their success come first. Loyalist provides personalized attention in small classes, rewarding field placements, and superior student services. Its Belleville, Bancroft, and Toronto campuses and Port Hope satellite location support programs and services for more than 6,000 full-time and 8,000 part-time students each year.**Position Summary**

Reporting to the Manager of Marketing, Communications and Events, the Events Officer is responsible for the development, coordination, implementation and promotion of special events for the College and acts as the primary event liaison for the permitting and planning of community-led events using College Facilities. Key functions of the position will include the initiation, development and coordination of new and existing special events of various sizes, scopes and types at a variety of indoor and outdoor locations; acting as the College’s primary point person for event management best practices, event safety and logístical compliance of event elements at both College-planned and community-led events; attending associated committee meetings; sponsorship and volunteer management, and maintaining all associated event and project management administration as required. This position will also serve as a liaison and resource person to community groups, promote the College as a venue for hosting events, and support community functions as required.

**Duties and Responsibilities**
- Conducts and manages scheduled tours with external community groups
- Identifies appropriate event spaces
- Creates individualized intake packages; including floor plan layouts, maps, pictures of spaces, temporary computer logins, and media and facility equipment requirements
- Communicates and coordinates all Facilities and IT resources for setup and tear down
- Ensures insurance and rental contracts are prepared and secured
- Liaises with other departments such as Marketing, Food Services, Facility Services, IT Services, etc. to ensure successful events
- Ensures the College’s reputation with the Community remains intact by offering exceptional customer service
- Provides leadership in coordinating and fielding client’s needs and expectations
- Responsible for Event repository for all repeat external events
- Sits on committees for College-wide events
- Acts as the Event Lead for Loyalist College Foundation fundraising events
- Creates event plans, critical paths to ensure successful project management
- Collaborates with Student life to recruit and manage student volunteers
- Creates detailed event promotion plans to encourage attendance
- Recommends ideal promotion channels
- Tracks the engagement around promotion and RSVPs to ensure success
- Promotes facility rental to organizations within the community
- Maintains lists of external vendors and community contacts such as local bands, food trucks, equipment, etc.

**Qualifications**
- Completion of a two-year diploma in Public Relations, Event Management or relevant field
- Minimum two (2) years experience in coordinating departmental activities and events (e.g., collecting data, collating, scheduling, assigning duties, bringing in other departments to ensure a successful event)
- Demonstrated ability to coordinate, execute and promote special events
- Experience with recruiting and supervising volunteers.
- Dynamic team player; must relish working within an environment that is dynamic, self-reflective, collaborative and constantly questioning, where constituent voices are encouraged and reflect a strong sense of shared ownership.
- Innovator and idea generator, willing to take risks and responsive to the creative ideas of others; hands-on, approachable and accessible
- Ability to work effectively with in a diverse environment
- Ability to communicate clearly, effectively listening to ensure understanding of needs and responding to those needs in a professional manner
- Demonstrated ability to compose clear and concise written correspondence
- Demonstrated ability to work as part of a team
- Excellent computer skills, including proficiency in the Microsoft Office suite
- Ability to manage and organize time effectively
- evaluation (at their own cost) confirming Canadian equivalency of their credentials._
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- We thank all applicants, however, only those selected for an i