Events Coordinator

Overview

The Events Coordinator, reporting to the Program Manager, Events, is responsible for developing and implementing the City's Signature and Community Event Plan in alignment with Council's Strategic Plan as well as other Council approved strategies. This includes supporting both signature events, such as the Ships to Shore Kaiwo Maru and Richmond Celebrates Soccer; as well as other community initiatives and programs (Community Celebration Grants and Neighbourhood Block Party Program etc.). 

The position is a subject matter leader in the development and implementation of events, including coordination, sponsorship, marketing and communications. The incumbent will collaborate with a variety of City departments, contractors, businesses, the media and non-profit groups to support the City's events portfolio.

Examples of key responsibilities include, but are not limited to:

• Coordinate with other City departments, contractors and community partners to ensure signature events are delivered effectively and safely. This includes supporting the development and implementation of event programs (e.g. performances, activities), logistics (e.g. transportation plans, signage plans), and volunteer coordination.
• Coordinate grant programs, such as the Community Celebration Grant and Neighbourhood Block Party Programs stream for Ships to Shore Kaiwo Maru and Richmond Celebrates Soccer, including working with grant applicants to submit their applications, supporting the delivery of safe and successful events, and ensuring reporting requirements are met.
• Support event set up and take down activities and be on-site during events to assist with coordination and troubleshooting.
• Oversee and assign work to auxiliary staff and volunteers. 
• In collaboration with the City's Corporate Communications and Parks, Recreation and Culture marketing staff, coordinate the development and dissemination of promotional materials for events and grant programs including website updates, news releases, social media promotions, paid advertising, posters and printed materials. 
• Lead the development and implementation of a sponsorship program for signature events, including developing sponsorship packages, identifying potential sponsors, ensuring sponsorship benefits are tracked and delivered, coordinating on-site sponsorship activations, and creating and delivering fulfillment reports. 
• Contribute to department meetings, record and distribute minutes. 
• Coordinate permit applications, including REACT applications for signature events.
• Assist with preparing reports, memos, and related materials.
• Support financial oversight of event budget, including assisting with budget development and tracking.
• Support the development of grant applications and grant reports.
• Perform other duties as required. 

Knowledge, Skills & Abilities:

• Considerable knowledge of the methods, materials, equipment, practices and techniques related to the work performed.
• Sound knowledge of the applicable policies, regulations and rules governing the work.
• Sound knowledge of the interests and functions of community groups and agencies and of available community and internal resources.
• Sound knowledge of event trends and best practices.
• Knowledge and skill in using computer applications such as Outlook and Microsoft programs; Adobe Creative Suite, Mail Chimp and Square Space.
• Strong communications skills with the ability to communicate effectively and persuasively to a wide range of readers, including preparing media releases, sponsorship decks, social media posts and promotional materials.
• Ability to plan, develop, coordinate and implement public special events, festivals and community initiatives and programs.
• Ability to establish and maintain effective working relationships with key stakeholders including staff, community groups and the general public.
• Ability to prioritize competing demands, work well under pressure, and deal with stressful situations with professionalism and tact.
• Ability to coordinate grant program implementation; monitor event budgets and prepare and maintain related reports, records, files, correspondence and promotional materials.
• Ability to recruit, orient, train, direct and oversee the work of auxiliary staff, volunteers and contractors.
• Ability to work as part of a team to deliver events and programs. 

Qualifications and Experience:

• Completion of a post-secondary Diploma in event management, cultural or recreation administration, arts or related field. Bachelor's degree is preferred.
• A minimum of 2 years and up to 5 years of experience in planning and organizing events and/or public programs including but not limited to logistics, promotion, sponsorship, risk management, staffing/volunteer coordination, talent management, and scheduling. 
• Class 5 Drivers License in the Province of British Columbia
• Proficiency in Word and Excel is an asset. 
• Experience with Adobe Creative Suite, Mail Chimp and Square Space is an asset.
• Additional courses related to Project/Event Management, Sponsorship, Communications and/or a related discipline is an asset. 
• An equivalent combination of training and experience may be considered. 

Working Conditions: Work is performed in an office environment as well as at on-site outdoor environments, which may require exposure to various weather conditions, and may require standing or walking for long periods. The position is required to be onsite for set up, delivery, and take down of outdoor events. Lifting, carrying, pushing and pulling weight under 10kg and occasionally over 10kg is required.

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