Events and External Programs Assistant

EVENTS AND EXTERNAL PROGRAMS ASSISTANT

We are seeking a highly motivated, energetic and talented Events and External Programs Assistant to join our team.  In this role you will support a wide variety of programs and events delivered at Shawnigan Lake School, from the ideas stage, to planning, to day-of execution, and beyond.  This is an excellent opportunity for someone looking to gain experience in the events field in a dynamic, supportive environment.  If you're looking to jump in and join a fun and creative team in producing events and occasions, we're looking to hear from you. 

This is a full-time position, year round, and requires flexibility in scheduling.  Shifts will be variable and are expected to include days, evenings, and weekends.  Compensation for the role includes a salary in the range of $45,000 to $51,000 per annum (amount offered will be commensurate with experience, education and internal parity), plus a full benefits package, paid vacation, a flexible work environment, and a nurturing family-friendly workplace.

POSITION START DATE: January 2026

ROLES & RESPONSIBILITIES

Under the supervision of the Events Team Lead, the Events and External Program Assistant will support staff and student events, summer programs, and external events.  Duties will include but are not limited to:

• Provide professional and efficient support for events with design, serving, set-up, take down, food delivery and activity support
• Assist in planning and event scheduling, using the master event calendar to ensure proper scheduling and minimal conflicts among all school departments
• Work closely with each departmental point-person, ensuring event logistics are managed prior to event date
• Assist with booking venues, equipment, and catering for events, while ensuring that event décor is consistent and appropriate
• Ensure all events are planned to the highest possible standard
• Be on campus to represent the School's interests as needed, i.e., for planning and event commencement
• Assist with gathering quotes and making recommendations to the Events Team Lead
• Assist with managing key partnerships with key organizations
• Greeting, set-up, and clean up for travelling teams, programs and guests staying onsite
• Advise clients on facility capabilities, required permits, insurance requirements, company policies and procedures
• Assist with booking campus facilities and accommodations and hosting visiting groups as an ambassador for the School and what it stands for; this includes welcoming groups on arrival and staying connected with them while on campus
• Assist with invoicing groups and ensure payment is received in a timely fashion
• Oversee summer student workers, volunteers, and others supporting events on campus
• Assist the Human Resources team with identifying and hiring of summer students
• Coordinate and communicate with all departments offering services for summer events
• Provide professional and efficient support for dormitory and accommodation services with accommodation turn over, cleaning and food delivery
• Inspect facilities to ensure they conform to client expectations
• Other duties as required

REQUIREMENTS

• Pursuing post-secondary education in Event Planning, Project Management, or a related field preferred
• Experience or training in supporting Event Planning, Project Management or a related field an asset
• Valid BC Driver's License
• Flexible to work outside normal working hours (evenings and weekends and the occasional split shift, when necessary, during peak operational times)
• Intermediate to advanced skills in Microsoft Office Suite and Google Suite
• Self-motivated individual with demonstrated ability to provide leadership
• Flexible, able to adapt well to change, problem solve and multi-task in a very fast-paced environment
• Proven ability to set priorities and meet deadlines while working under pressure
• A high level of organization and time management skills, along with very good attention to detail
• Excellent written and verbal communication skills
• Physical capacity to lift and carry 25-lbs; stand and walk for extended periods of time
• Excellent interpersonal skills with the ability to nurture and develop relationships with staff, volunteers, alumni, parents and students
• Able to work effectively in a team setting or individually
• Comfort in advocating for the School
• Project management skills, beneficial
• Proven ability to exercise tact, discretion, diplomacy and good judgment when dealing with confidential and sensitive matters
• Experience working with children from primary up to grade 12 an asset
• Experience with a boarding school or campus environment preferred

OUR SCHOOL

Shawnigan Lake School is a leading independent co-educational boarding school for ages grades 8-12) on Canada's beautiful west coast. Our world-class facilities situated on a stunning 270-acre campus include ten boarding houses, a theatre, film lab, an observatory, salmon hatchery, rowing crew house on the lake, dance studio, state of the art Learning Commons and Library, recording studio, and robotics lab. Our diverse, inter-disciplinary and innovative programming helps shape the next generation of global leaders.

Shawnigan Lake School is committed to safeguarding and promoting the welfare of children and young people and expects all staff (and volunteers) to share this commitment. Candidates will be required to undergo child protection screening appropriate to the post, including checks with previous employers and a vulnerable sector criminal record check.

Shawnigan Lake School is an equal opportunity employer committed to establishing an inclusive, equitable, and accessible environment for all. All qualified applicants will receive consideration for employment without regard to race, national origin, age, sex, religion, disability, sexual orientation, gender identity or expression, marital status or any other basis protected by applicable law.

We thank all applicants in advance for their interest, however, only those under consideration will be contacted. If you are unsuccessful, please accept our appreciation for your interest.