Events Assistant

3 months ago

Vancouver, Canada Emily Carr University of Art + Design Full time
Job Title Events Assistant Job Description Permanent Full-Time Position 8:30am to 4:30pm / Monday to Friday Pay Grade G ($58,094 to $62,134 per annum)  Emily Carr University of Art + Design is a school of students, faculty, thinkers and makers unlike any other. Established in 1925, we are the only specialized, accredited, public, post-secondary university in British Columbia solely devoted to education and research in the creative sector and its associated knowledge economy. We merge research, critical theory and studio practice in an interdisciplinary environment, strengthening our work by the integration of our personal and professional practices. Our strategy, facilities, partnerships and resources are intentionally student-centred to foster dialogue, expression and open connections in support of the next generation of creative and cultural leaders.The Events Assistant provides administrative support in the organization and management of all University-wide events. Must be willing to work occasional shift work (evenings/weekends) and extra hours as required. Benefits of Joining the Emily Carr community: Enrollment in a comprehensive benefits package, including Dental Coverage, Extended Health, Disability Coverage and Life Insurance. Membership in the Municipal Pension Plan. Access to personalized telecommuting options. Competitive Vacation and Professional Development benefits.
Some Typical Duties: Assists the Events Lead in organizing and delivering creative and innovative university-wide events for internal and external clients including Donors, Alumni, Communications, Student Services, Faculty, and Human Resources. Under the Events Lead supervision, researches sponsorship opportunities, negotiates, and finalizes agreements. Collaborates with the Events Lead and University Advancement team to regularly improve processes, as well as to support policies and procedures for all university events. Responsible for Eventbrite event management, including creating and issuing invitations and reminders and managing RSVP’s. Responsible for issuing newsletters and invitations via Mailchimp. Researches venues, entertainment, caterers, props, and material for events. Coordinates materials, wayfinding/signage, and other collateral for events. Creates floor and table plans for events. Responsible for ensuring that all permits and safety and security arrangements adhere to university policies and fire by-laws. Creates purchase requisitions, and initiates payment vouchers. Prepares customer invoicing for events, and for filming, as required. Prepares internal general ledger transfer requests as required. Assists the Events Lead with managing bids and supplier proposals. Assists with budget follow-up and reviews for discrepancies. Maintains accurate filing systems for external events, as well as internal events as required. Maintains the university events calendar. Performs other related duties as required. Required Qualifications Two-year certificate or diploma in business, communications, event support, and fundraising events and activities. Minimum two years’ experience working on special events, sponsor development, and dealing with Volunteers and Donors. Or an equivalent combination of education and experience. Experience in communications and social media an asset. Experience using Colleague preferred. Knowledge of Eventbrite management system and ability to manage many events reservations simultaneously. Advanced computer skills in Microsoft Office, social networking platforms, and Raiser’s Edge (or equivalent database) is essential. Demonstrated experience interacting effectively with Donors, Alumni, Volunteers, and Internal Staff. Knowledge of event management processes and workflow. Ability to work under minimal supervision, as well as effectively as part of a team. Ability to work in a high-pressure, fast-paced environment, including evenings and weekends as required. Ability to handle large scale events in detail and prioritize actions. Excellent oral and written communication, interpersonal, and research skills. Ability to clearly communicate with a variety of constituents. Ability to network and assist in developing sponsorship opportunities. Strong ability to handle many projects simultaneously. Preferred Qualifications Additional Information Emily Carr University especially invites those who have demonstrated a commitment to upholding the values of equity, diversity, and inclusion and will assist us to expand our capacity for diversity in the broadest sense. In addition, to correct the conditions of disadvantage in employment in Canada, we encourage applications from members of groups that have been historically disadvantaged and marginalized. These include women, persons with diverse gender expressions and identities, persons of all sexual orientations, racialized persons, persons with disabilities, and First Nations, Metis, Inuit and Indigenous persons. All qualified people are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.

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