Event Specialist

5 days ago

Banff, Canada Banff Centre for Arts and Creativity Full time
Specific Accountabilities

Mountain Culture Program and Festival Administration

Coordinates and arranges details of program and festival registration, travel, on-site accommodation and special requirements for participants, guests and faculty Communicates and coordinates with Banff Centre departments for the set-up and ongoing logistical requirements of Mountain Culture programs and the Banff Centre Mountain Film and Book Festival Communicates and maintains program schedules, created by faculty and Director, Festival & World Tour, throughout programs Acts as a liaison between Program faculty and peer advisors, participants, volunteers and other Festival team members Communicates and coordinates with external partners (filmmakers, authors, publishers, exhibitors, sponsors, technicians, media, audience members, etc.) Contributes to the planning, scheduling and coordination of Mountain Culture program activities, including but not limited to pre-arrival packages, artist orientation sessions and presentations of their work, volunteer orientation sessions and ensuring completion of the end of program evaluation Participates in and organizes planning meetings as required Acts as Festival Exhibitions lead for Gallery Hop and onsite exhibitions Completes annual updates to the Festival Archives web page and assists with web page edits for free festival events and festival competitions

Competition Logistics

Responsible for the coordination and execution of the Banff Mountain Book Competition and Banff Mountain Photo Essay Competition Seeks out and actively recruits book and photo entries from authors, publishers, editors and photographers Processes incoming book entries, maintaining and updating files on each book, entering detailed information into the Mountain Culture database and ensuring the integrity of book data Arranges all details for the pre-selection process for the book competition including the scheduling, recruiting and coordination of volunteers, administration of logistics and provision of input into the rating and ultimate inclusion/exclusion of books Prepares regular book competition reports Makes recommendations for improvements to author supports and for changes to existing procedures, services and documents which impact the Festival and other departments Coordinates award logistics, including; cheque requisitions, award ceremony, award certificates, award shipping, etc. Completes post-Festival correspondence and follow-up with book finalists and entrants

Financial Responsibilities

Financial responsibilities include reconciling participant and client accounts for Mountain Culture programs and Festival and submitting invoices for payments, processing competition entry fees, submitting purchase and payments requests, expense claims and petty cash vouchers Monitors budgets and expenditures and tracks deadlines, ensuring that all reports are prepared in compliance with the terms and conditions of the agreements

General Administrative Duties

Creates, distributes and gathers evaluation and feedback information from internal and external partners, then addresses and distributes information as needed Prepares and reviews external partner contracts to ensure that all budgetary, legal and logistical requirements are met by the language of the contract

Qualifications and Educational Requirements

Completion of a college or university degree in a related field, such as arts or literature, or equivalent transferable experience 3+ years of experience working in an administrative and events capacity Strong analytical, writing and interpersonal skills are required Proven problem solving with ability to think and act quickly and responsibly with a broad range of partners is essential to success Proficient with Microsoft Office programs, and competent working with custom software programs and using internet and web-based communication methods, adept at new technologies, software applications, and digital platforms Knowledge of and personal interest in outdoor activities, films and industries is necessary Demonstrated creative thinker within a fast paced environment where flexible solutions are often required 

Employment Terms & Benefits

In accordance with CUPE 4318, this is a unionized, termed, hourly support staff position, subject to a 500 hour probationary period. This position pays $25.88 to $27.17 per hour based on experience, working 40 hours per week on a regular schedule.  This is a term position with an end date of December 20, 2024. Benefitsof working at Banff Centre are: Transitional staff housing options (based on availability)Hybrid work environmentProfessional DevelopmentStaff cafeteria and restaurant discounts

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