Wedding Events

**Company Information**:
Nestled on 9.5 wooded hectares in the west end of Ottawa, Aquatopia Conservatory is a gorgeous award-winning wedding & events facility ranked by Wedding Bells magazine as one of Canada’s Top Ten Loveliest Venues, and the location for the Season 2 Finale for the internationally syndicated CTV reality TV series ‘Where To I Do?’, hosted by Canadian Designer Tommy Smythe.

Aquatopia’s unique contemporary architectural design, lush foliage, and aquatic features, create a year-round indoor working ecosystem with a positive sense of place that make Aquatopia the ideal venue for weddings, private culinary events, parties, and celebrations. Our team is a vibrant, diverse yet cohesive group who support, engage with one another, and thoroughly enjoy working together.

**Role Summary**:
**Tasks & Responsibilities**:

- Marketing Strategies:_
- Assist the Aquatopia Marketing Coordinator, to create, develop and implement marketing, advertising, and business strategies to communicate a cohesive vision and brand to clients and the general public, in the pursuit of symbiotic growth & success for all business sectors and activities of Aquatopia.
- Media & Public Relations:_
- Assume responsibility to provide administrative assistance for all aspects of media and public relations with the aim of developing corporate goodwill and promoting the best interests of Aquatopia, its affiliates and its clients.
- Provide administrative support of the Aquatopia Events Management team for their performance of all PR activities including, but not limited to: public appearances, trade shows, media interviews, speaking engagements, hosting special events, issuing press releases, and authoring articles.
- Sales Process:_
- Adhere to all sales processes, developed in cooperation with the Aquatopia Executive, as well as all related administrative processes.
- Event Development:_
- Assist the Aquatopia Events management team in creating, developing, managing, marketing and producing Employer sponsored internal events made available to the general public, with the goal of raising the public image of Aquatopia and increasing overall profitability.
- Partnerships & Community Outreach:_
- Assist in developing & managing community, institutional and business partnerships, with the goal of raising the public image of Aquatopia, creating business opportunities, and increasing overall profitability.
- Sales Activities:_
- Help schedule and manage meetings on behalf of the Event Sales & Promotions Manager, to conduct venue tours with potential clients and the general public.
- Consult with potential clients to determine their event needs, manage expectations, and provide them with documentation outlining product and service options available.
- Prepare and present formal event estimates, menus and legal agreement documents to clients and prospective clients, and respond to any of their administrative questions or concerns.
- Prepare all legal & financial event agreement documentation for review by the Aquatopia Executive, and submit said documents for client review and ratification.
- create and maintain all physical and electronic sales & event management documentation with precision and accuracy, so that client file information may be clearly understood by all staff working for Aquatopia.
- Event Production:_
- Assume all accountability for providing administrative support for the management of all production aspects of events held at the Facility, to ensure that they are successful, and that the entire events team meets client expectations. This process begins at the initial point of inquiry, extends through the design process and the execution of the event, and continues all follow up tasks required post-event.
- Maintain professional lines of communication with clients to instil confidence in the capacity of Aquatopia to produce outstanding events, and manage clients expectations of the entire events department team.
- Triage client concerns and complaints with the objective of managing positive outcomes and creating goodwill for the Employer, while maintaining profitability.
- With direction from the Aquatopia Events Management team, develop event design plans and proposals documentation for submission to clients for review and approval, and revise as necessary.
- Assist with sourcing, ordering and managing all materials and services required for the administrative management of events held at Aquatopia.
- Clearly document all event designs to allow others to successfully fulfill administrative duties in your absence for all events.
- Assist with the administrative and management of all planning and production schedules and timelines to ensure event elements are completed, delivered, and orchestrated in a timely, professional, organized fashion.
- Confirm all event administrative details with clients, suppliers, Aquatopia staff, and Aquatopia Executive at the appropriate times, to ensure that no details are missed.
- Admi