Events Assistant

The Events Assistant is expected to assist and coordinate every aspect under the guidance of the Senior Events Coordinator to ensure that the event occurs without a hitch.

Coordination of approved events can include managing details like choosing the event location, arranging the schedule, selecting speakers/entertainment, choosing vendors, selecting menus, procuring accommodations, creating and distributing marketing materials (invitations, flyers, advertisements), and arranging transportation for attendees. Event coordinators are also expected to be onsite the day of the event to oversee set-up or perform the set-up themselves, and to troubleshoot any issues that may arise.

Core Functions:

  • Assists with the development of event concepts and plans brainstorming session and planning sessions and meetings for the Event Manager.
  • Assists with research, such as exploring a specific theme, a different type of events or aspects of an event.
  • Obtains costs to calculate the budget for proposed events.
  • Assists with contacting and selecting speakers, hosts, protocol specialists and entertainment.
  • Assist the Senior Events Coordinator in a general capacity in all areas and aspects of the event:
  • Creating purchase orders, submitting for approval, sending to vendors
  • Ensuring quotes and invoices are received from vendors and submitted to Accounts Department
  • Conducting site visits
  • Onsite for setup, execution and breakdown
  • Research and sourcing of promotional items
  • Research/costing for tender proposals, as may be required
  • Adhere to the Company’s Policies and Procedures
  • Perform any other duties and tasks as requested by the Company.

 Key Performance Indicators:

  • Ability to develop and maintain positive client and vendor relationships.
  • Ability to demonstrate creativity during event conceptualisation (at brainstorm sessions or client meetings) and while trouble shooting.
  • Display of dependability, timeliness, reliability and attention to detail (practical and aesthetically).
  • Level of resourcefulness at all stages of the event (pre, during and post)
  • Display of passion, dedication to the business.

 Qualifications and Experience Requirements:

  • Bachelor’s degree, preferably in Event Management, Marketing, Hospitality Management, Business or Communications
  • Any other specific certification in event management, special event planning or meeting planning would be considered an asset.
  • A minimum of 5 years event management experience for corporate-level clients with a wide range of events executed (meetings, launches, conferences, trade shows/ expos, concerts, sampling and award functions).
  • A sound knowledge of basic corporate protocol would be an asset.
  • A reliable vehicle.

Other Skills / Competencies

  • Energetic and driven, passionate about the industry.
  • Results-oriented.
  • Excellent people and communications skills – written and oral
  • Analytical, good common-sense and can “think on their feet”.
  • A natural at trouble-shooting.
  • Possesses a good eye for detail
  • A pleasant and calm demeanour
  • Not easily “thrown off kilter” in crisis situations.
  • Good negotiation skills.

A willingness to learn and absorb information quickly.

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