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Events Coordinator/office Assistant

3 weeks ago

Richmond Hill, Canada TMS Full time

_Lauremont School acknowledges that we engage in learning on the traditional territory of the Anishinaabe, Haudenosaunee, Huron-Wendat, Métis, and Mississaugas of the Credit First Nation, all of whom call this land home_

Lauremont is a leading independent day school in Richmond Hill, Ontario that offers the Montessori and International Baccalaureate pedagogies. We provide students from 18 months to Grade 12 the foundation for a life of goodness and excellence. Lauremont is a member of CIS Ontario and is accredited by CCMA, CAIS and the IBO. Our Mission is to provide an inclusive educational experience which encourages every learner to become compassionate, curious and connected citizens in a complex and changing world. The school offers opportunities for professional development and the chance to work in a vibrant, collegial workplace.

Reporting to the Office Manager, the Event Coordinator is responsible for coordinating all school events. The position requires the employee to handle multiple, time sensitive responsibilities. The position’s regular working hours are 8:00 a.m. to 4:00 p.m., Monday to Friday, however, the employee will be required to adjust their hours and work day (weekend functions) depending on an event schedule.

**Responsibilities**
- Support fundraising and donor stewardship, school-based informational events, etc. through developing and providing timeline of events/checklists for event management and being the point of contact between the departments, the facilities and the catering staff to coordinate the event
- Work with the Marketing and Communications team to ensure that the branding and promotion of the events are timely, attractive and accurate
- Ensure invoices are approved and processed according to school policies
- Liaise and negotiate with vendors and develop a list of preferred vendors to be shared as a resource to departments and to external rentals
- Obtain permits when needed
- Coordinate with the Office Manager in developing event feedback surveys; compile post-event reports and make recommendations for future improvements
- Provide guidance and mentorship to departments in regards to their events
- Be knowledgeable of provincial, federal, and internationals awareness days and events and coordinate campaigns as appropriate
- Ensure that public spaces are always clean, presentable, and well-staged
- Schedule and plan all special and recurring events conducted throughout the School year
- Arrange for necessary food, supplies and services
- Act as the primary liaison at the School events
- Co-ordinates and manages activities concerning set-up/take-down of furniture, equipment etc
- Support the implementation and execution of new initiatives and programs which further enhance and engage our constituents
- Manages and organizes in-house functions and events, with support from the meeting host and other staff
- Researches and evaluates the best suppliers based on the quality, timelines, cost, volume, contract, availability, specifications and proper authorization
- Liaises with other departments based on the school’s requirements
- Purchases/orders food and other supplies, including furniture and equipment for functions/events
- Greet students arriving at the Bayview drop off doors
- Performs Reception responsibilities such as daily lunch coverage rotation
- Performs other administrative support duties as determined by the Office Manager
- Other duties as assigned

**Qualifications**:

- A degree/qualification preferably in event planning, project management, hospitality or a related field and/or Business Administration
- Proven expertise in Google Suite, Microsoft Office, database software, etc.
- Experience in event planning and execution
- Excellent written and oral communication skills
- Strong interpersonal skills and the ability to build relationships with colleagues, faculty, students and parents
- Enjoys working in a demanding, fast-paced work environment and flexible with work hours
- Highly self-motivated and independent; a strategic thinker
- Able to perform well and problem solve in high stress, dynamic and changing situations
- Detail oriented with strong attention to effective task completion
- Flexible and adaptable to change
- Positive and professional attitude and able to work as a team player
- Excellent time management, organizational skills
- Ability to maintain a high degree of discretion and confidentiality
- Ability to assess schedule requirements; anticipate and resolve schedule conflicts
- CPR and First Aid Training
- A current Vulnerable Sector Police Record Check

**How to Apply**:
We thank all applicants in advance. Only those selected for an interview will be contacted.