Events Manager

Event Coordinator

Hours of operation: 8am to 5pm, with an hour for lunch.

Benefits after 90 days probation:

• Free parking
• 2 weeks paid vacation to start, bonus time off at Christmas

Working from home is not an option at this time.

St. Albert Seniors Association is a leading not-for-profit that organizes a large number of meetings, conferences, fundraisers, pub nights, dances, concerts, and events throughout the year for internal and external partners. We’re looking for a highly skilled event coordinator who can help make these gatherings consistently efficient, cost-effective, and memorable. The ideal candidate will be able to evaluate and negotiate with vendors, collaborate with the team in drafting service contracts, and manage and promote digital and traditional marketing communications with attendees, speakers, the community at large, and client stakeholders. Above all, the event coordinator must be comfortable in a leadership role that demands a creative, business-driven mindset and lasting relationships with vendors, the team, and with our internal chef.

Must be able to work in a fast-paced, stressful environment, where flexibility and the ability to change plans last minute to accommodate clients is essential. Must be able to maintain a calm demeanor under pressure.

Objectives of this role:

• Oversee the planning and execution of at least 250, 50 to 100-person events a year, including internal and external events.
• Uphold the company’s mission and vision with every event.
• Own every aspect of an event and track and report on success metrics.
• Keep budgets and timelines under control at all times, working closely with our chef.
• Develop an actionable plan for fundraising and managing monthly cash flow.
• Comply with all national and local regulations.

Responsibilities:

• Develop a complete understanding of the requirements for every event.
• Research vendors, entertainers, and make selections based on their creativity, quality, and cost.
• Book rooms for all events, schedule guests, draft and finalize contracts – presented to the Asst. Executive Director, and lock down day-of logistics, including working with volunteers for serving, set up, and take down.
• Develop content for event materials and produce social media, MailChimp, digital and traditional marketing and promotion – must have some designing skills and use Canva following branding guidelines.
• Recruit, train, and book volunteers as needed across all functions of an event (ex: registration, setup, catering, serving, clean up, stage set up, audio/visual, etc.).
• Handle day-to-day administration of events, including order placements, budget reviews, vendor monitoring, travel planning for speakers, bistro (internal) reservations, attendee participation, registration counts, RSVP tracking in database, and issues resolution.

Required skills and qualifications:

• Experience in event planning or event coordination in a corporate environment.
• Proven track record of creative, successful events, with proof of success metrics.
• Experience working with colleagues in graphic design, sales, volunteer coordination, invoicing, marketing, and communications.
• Excellent organizational, communication, negotiating, and multitasking skills.
• Ability to remain calm under pressure and maintain a customer-service mindset.

Preferred skills and qualifications:

• Bachelor’s degree (or equivalent) in hospitality management or public relations.
• Established relationships with vendors.
• Experience in managing budgets and tracking expenses.
• Advanced knowledge of PowerPoint, Excel, MS Word, Acrobat, Canva, Social Media, and Excel.
• Communications Portfolio must be presented at interview.
• All references must be professional from work-related individuals – no personal references.

Job Type: Full-time

Benefits:

• Casual dress
• Dental care
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care

Flexible language requirement:

• French not required.

Schedule:

• Monday to Friday
• Weekends as needed.

Education:

• Bachelor's Degree (preferred).

Work Location: In person

Expected start date: 2024-11-15