Event Coordinator

Are you an experienced events professional with exceptional organizational skills, an eye for detail, and a proven track record of managing client-facing events from concept to completion? Do you thrive in collaborative environments, stay calm under pressure, and excel at anticipating and resolving issues before they arise?

Smart Savvy is pleased to partner with Victoria Real Estate Board in their search for an Event Coordinator.

About Victoria Real Estate Board

The Victoria Real Estate Board (VREB) is a member association of approximately 1,650 REALTORS who work and live in the communities of Greater Victoria and the Southern Gulf Islands. The Board provides its members with the tools and services needed to ensure regulatory compliance and equip them with the capabilities to provide the best possible service to their clients.

As the Event Coordinator, you will...

• Plan and execute all events, including project plans, budgets, venues, catering, entertainment, transportation, attendee list, special guests, equipment, promotional material, decor, etc.
• Develop and maintain event planning timelines and project management documentation.
• Plan, execute and manage events and gatherings that serve 10 – 250+ people.
• Manage online event registration, cancellations, wait lists, etc.
• Coordinate hybrid/virtual event components.
• Manage and maintain event budgets, including expense tracking and post-event reporting.
• Collaborate with external stakeholders, vendors and services.
• Coordinate event requirements with other departments (communications, accounting, technology, etc.)
• Negotiate and manage vendor contracts.
• Organize, prioritize and coordinate multiple projects on tight deadlines while maintaining high standards of quality.
• Ensure compliance with insurance, legal, health and safety obligations.
• Troubleshoot any problems on event days.
• Conduct post-event evaluations and create success metric reports.
• Maintain the annual event planning calendar and coordinate with other departments.
• Manage event documentation.
• Propose ideas to improve event experience.

You have...

• 3+ years' experience in a similar role.
• A diploma or degree in business, marketing, communications, hospitality management or related; an equivalent combination of education and/or experience.
• Proven ability to coordinate and execute event tasks seamlessly and successfully.
• Exceptional attention to detail, and the ability to meet deadlines.
• Superior interpersonal and communication skills, service-centered mindset.
• Superior organizational abilities and the ability to manage competing priorities.
• A calm demeanor when working on multiple projects and initiatives simultaneously.
• Proficiency in project management software, virtual meeting platforms and CRM systems.
• Sound business acumen and experience working in a corporate and/or not-for-profit organization.
• Solutions-oriented, superior crisis management and problem-solving abilities.
• Excellent negotiation skills and leadership abilities.
• Experience working with a member-based association is an asset.

$65,000 - $70,000 plus a comprehensive extended benefits package, three weeks of vacation, and 35 hour work week
Full-time, in-office, working 5 days/week from Victoria, BC office (some flexibility to work from home is available, when appropriate)

About Smart, Savvy + Associates

Smart, Savvy + Associates is a recruitment agency that specializes in connecting companies across Western Canada with marketing, communications and creative professionals they need, from coordinators to C-suite. Based in Vancouver, BC, this team of marketers-turned-recruiters have an in-depth understanding of what it takes to find and hire best-in-class talent.

Every application is reviewed, and each interview is conducted by a Smart Savvy team member. When it comes to recruitment, our motto is: Only humans. No bots.

Diverse teams drive stronger results. We're committed to equitable, inclusive recruitment practices – both in how we work and in how we support our clients. We actively seek out talent from all backgrounds and encourage candidates from underrepresented groups to apply.

If you require accommodation at any stage of the hiring process, we're here to help – just let me know.

Together with our clients, we build workplaces where everyone can thrive.