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Events Assistant
2 weeks ago
**EMPLOYMENT OPPORTUNITY**
**Events Assistant**
**POSITION FOCUS**:
Guided by values deeply informed by our Indigenous roots, Naut’sa mawt Event Management offers event management services that are inherently culturally safe and respectful, and prides ourselves on the continual and respectful integration of Indigenous cultural activities and ceremonies in the events we manage.
This role will require collaboration with a variety of internal team members, contractors, event attendees, speakers, contractors, and other stakeholders to ensure events are clearly outlined, communicated, executed, and documented.
**KEY RESPONSIBILITIES**:
Under the supervision of NEM Event Managers, and the Director of Events, the Events Assistant supports the Naut’sa mawt Event Department in providing a variety of administrative supports to event leads (Event Managers or Event Coordinators). These supports include but are not limited to the following services:
- Overseeing event registration processes, including maintaining invite lists, distributing communications, tracking RSVPs, coordinating ticketing/registration systems, and responding to participant inquiries
- Seeking quotations from various event subcontractors such as Hotels, Caterers, Cultural Performers, Elders, Technicians etc. as requested
- Assisting with other event logístical requirements as requested such as drafting communications, creating surveys, approving travel claims, liaising with NRG marketing team and providing general customer service and support.
- Assisting event leads with maintaining accurate records and documentation related to events, including budget spreadsheets, expense reports, and contracts, while adhering to financial guidelines and accountability.
Assisting event leads (Event Manager / Event Coordinator) in delivering smooth event programming during in-person and virtual events through providing the following supports:
- Attending in-person or virtual event rehearsals, internal event briefings and event-set up and tear down
- Ensuring event kit is brought onsite to support event delivery and is returned to storage unit following the event.
- Overseeing registration table set up and tear down (name tags, printer, label maker etc.) and checking in/fielding attendee questions once the event has begun.
- Greeting Elders, speakers, and other honoured guests, providing honoraria if applicable,
- Ongoing communication with event leads regarding immediate priorities, assisting with various tasks onsite to ensure customer satisfaction and efficiency.
Performance of professional administrative and clerical duties in accordance with Naut’sa mawt Event Management approved practices, policies, and service standards including:
- Maintaining accurate update of electronic/hard copy filing system and company CRM
- Participation in staff meetings, staff retreats, strategic planning sessions and other staff events as requested by Director, Event Management Department.
- Maintaining strict confidentiality and exercises sound judgment and discretion when dealing with sensitive issues.
- Monitors areas of responsibility for opportunities for improvement and innovation and work proactively to implement these.
- Supporting event sales/marketing initiatives including drafting communications and promotional materials, template creation and other duties as requested
- Participating in Indigenous cultural training and remaining up to date on Indigenous cultural practices, traditions, and best practices in event management, in order to enhance the representation and experience of Indigenous events.
Carrying out other duties as assigned that are essential to the position as directed.
**EDUCATION AND PROFESSIONAL EXPERIENCE**
- Minimum 2-3 years experience working in a corporate environment.
- Proficiency in Adobe Acrobat and Microsoft Suite programs including Teams, Word, Excel and PowerPoint
- Experience working on a variety of virtual event platforms such as Eventbrite, Zoom or Teams is considered an asset
- Experience working with Indigenous communities considered an asset
- Completed bachelor’s degree and/or certificate or diploma in event management is considered an assett
**KNOWLEDGE, SKILLS, AND ABILITIES**
- Ability to work independently and act on own initiative
- Proactive and able to manage multiple functions and projects while meeting deadlines.
- Sound analytical thinking when working under pressure
- Ability to provide, obtain or follow clear, concise, and accurate information orally and in writing (including spelling, grammar, context and structure)
- Excellent interpersonal and communication skills, both written and spoken
**OTHER**
- Ability to attend events located across Canada is required.
- May be required to work nights, weekends, and holidays on occasion
- Adherence to Naut’sa mawt Tribal Council policies and procedures.
- Note: This is a remote position for those located within the Lower Mainland BC or Vancouver Island are
