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University of Calgary Calgary, AB, Canada
Apr 24, 2017
Full time
Institutional Events Coordinator, Community Engagement, University Relations Job ID:  12689 Updated:  April 21, 2017 Location:  Main Campus Position Overview The Community Engagement Team within University Relations currently seeking two (2) Full-time Regular Institutional Events Coordinators. The incumbents play a key role in the planning and development of internal and external institutional events. The positions reports to the Director, Institutional Events and are key members of the UCalgary Government and Community Engagement team. The positions coordinate the planning and delivery of institutional and community events and other special projects aimed at enhancing the image and reputation of UCalgary. The Institutional Events Coordinators work closely with the Director and an Institutional Event Specialist with respect to the planning, development, implementation and reporting of internal and external facing institutional events. The incumbents will join a dynamic team of government and community engagement professionals. The pace is intense, the workload demanding but rewarding and the positions require irregular work hours.   Position Description Summary of Key Responsibilities (job functions include but are not limited to): EVENT COORDINATION Work with the Director and Institutional Event Specialist to plan, coordinate and execute all logistics for institutional events including booking facilities, audio-visual components, computer and other equipment requirements, decor, catering, photography, security, etc. Create, update and distribute event documents including budgets, timelines, schedules, and briefs while adhering to project management best practices Support working group committees including writing and distributing meeting notes to all stakeholders, as appropriate Help coordinate all aspects of organizing events including: developing and inputting invitation lists, tracking RSVPs and attendance, providing on-site event coordination, and compiling post-event reports detailing all aspects of planning, execution, and evaluation Administer the day-to-day operations for community programming and institutional event initiatives, including communicating with internal and external stakeholders, preparing correspondence, responding to e-mails and phone calls, and scheduling meetings Coordinate the recruitment and training of student and staff volunteers, schedule volunteers for events, assign their tasks and monitor their performance Facilitate the coordination of content and approvals for invitations and promotional material Liaise and maintain positive relationships with external suppliers and various internal groups and stakeholders (e.g. Campus Planning and Facilities, Security, Ancillary Services, Food Services, Risk Management) Control event signage and supplies inventory, including responding to faculty and departmental requests for branding at events Maintain a complete events archive and up-to-date filing system Foster a service-oriented approach STAKEHOLDER RELATIONS Develop, maintain and model positive working relationships with students, faculty staff and volunteers to ensure event success Enhance and foster relationships with new and existing stakeholders within the community Develop collegial, positive, high trust working relationships with other team members and work effectively as a team FINANCIALS AND REPORTING Update the budgets for community programming and institutional event initiatives and prepare expense reports where appropriate Work with the Manager and Event Specialist to monitor adherence to budget commitments and investigate discrepancies Prepare reports on programs and events and provide regular updates to the Director and Institutional Event Specialist Qualifications / Requirements: Minimum 3 years of recent relevant experience Undergraduate Degree in event management, public relations, television production, stage management, or related field, or equivalent experience Demonstrated experience in event coordination, logistics, scheduling, and reporting practices for small, medium and large-scale events in preferably educational, corporate and public sector settings Highly organized, conscientious and detail-oriented Solid decision-making skills, ability to set priorities, solve problems and remain calm in stressful situations is critical Time and fiscal management, creativity and attention to detail are required Should be a pro-active self-starter with the ability to work as part a team and/or independently Strong interpersonal, verbal and written communication skills are required Advanced knowledge of Microsoft Office (Word, Outlook, PowerPoint, Excel) Working knowledge of marketing and communications an asset Familiarity with online event registrations systems an asset Experience in working with committees, volunteers, partners, sponsors and donors Comfortable in a fast paced environment and able to manage multiple projects and programs Ability to work early mornings, evenings and weekends as required, must be flexible Application Deadline:  May 12, 2017 We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.   Additional Information This position is part of the AUPE bargaining unit, and falls under the Specialist Advisor Job Family, Phase II . To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website .    About the University of Calgary The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to become one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. Ranked as the top young university in Canada and North America, the University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca . The University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
Greater Vancouver Board of Trade Vancouver, BC, Canada
Apr 24, 2017
Full time
About the Greater Vancouver Board of Trade For 129 years, the Greater Vancouver Board of Trade has helped shaped the communities of Lower Mainland, through helping businesses of all sizes to grow and prosper, and through the lifelong professional development of our Members. Our formal mission is “to work in the enlightened interest of our members to promote, enhance and facilitate the development of the region as a Pacific Centre for trade, commerce and travel. The Board strives to enable and empower its members to succeed, grow and prosper in the global economy.”   Position Description, Events Department Assistant (Permanent Full Time) As the Events Department Assistant you will be at the forefront of one of the leading Business Associations in North America. To be successful in this position you must have excellent communication skills, be results oriented and have the demonstrated ability to effectively prioritize workflow in a fluid environment. You must be a self-starter, collaborative and be energized by a fast-paced environment. The ideal candidate for this position is customer centric and a team player with impeccable time management abilities. If this sounds like you, please read on.   Duties & Responsibilities Act as a liaison between management team and internal/external clients and assist in coordination of various events and appointments Provide direct administrative support to the Events Team by assisting in the preparation of confidential correspondence, formatting reports, department planning documents, meeting minutes and correspondence, and select communication materials Work closely with the Events Team to assist with the organizing and running of events,including but not limited to: o Registration, including: setting up online registration, responding to registration inquiries, inputting or cancelling registrations, communicating event changes to registrants, sending special invitations, managing guest lists, preparing registration reports, acting as on-site registration lead at events (including setup/tear-down), liaising with the Accounting Team on registration invoicing and payment, etc. o Volunteer coordination, including: working with Events Coordinators to assess needs for respective events, scheduling and confirming volunteers, maintaining the internal volunteer database, providing volunteer training, etc. o Events logistics, including: drafting event scripts, PowerPoint presentations and managing projects for annual Forums o Event preparation, including: assembling and packing on-site event supplies, helping to load events vehicle o Managing and maintaining inventory of internal marketing material including banners and backdrops Must be willing to be fully cross-trained and perform competently in related roles, in order to provide coverage as required for other team members.   Qualifications   Education: Bachelor’s degree or technical school diploma, with a focus on office administration or event planning or an equivalent combination of education and experience   Preferred Experience: A minimum of 1 year related full-time work experience Previous interaction with management and senior business leaders Experience in event planning and/or working for a not-for-profit is an asset Proven ability to successfully handle multiple projects and meet critical deadlines   Required Skills: Knowledge of specialized and personal computer systems and databases, internet, and software applications, particularly Microsoft Office and EBMS. Strong interpersonal, problem solving, and communication skills (written and oral) Ability to work under pressure while maintaining good customer service relations with members, sponsors, and event attendees Good organizational and time-management skills Strong attention to detail High degree of confidentiality and professionalism Ability to work both independently and collaboratively   Special Factors / Physical Demands The successful candidate will need to maintain flexible availability in order to accommodate a demanding schedule as events can occur during early mornings and evenings. The Board's events are high-volume activities that require careful scheduling and often involve changes due to speakers’ schedules and other considerations. Light lifting of equipment is also required. We are a tight knit team so a great sense of humour is really helpful too!   Annual Compensation Range $35,000 - $38,000 + benefits   If this still sounds like you, please apply by submitting a cover letter and resume to careers@boardoftrade.com no later than 9:00am PST on Friday, April 28, 2017.  
Vintage Hotels Niagara-on-the-Lake, ON, Canada
Apr 24, 2017
Full time
SPECIAL EVENTS MGR       Pillar & Post, NOTL, ON, CA   Worker Category : FULLTIME                   Come and help lead our incredible Food & Beverage family at  Pillar & Post  as  Special Events Manager ! A Day in the Life of a Special Events Manager As a Special Events Manager , you will have the opportunity to work closely with all Departments within the hotel as you work on coordinating Social Events for our Guests. At Vintage Hotels, we strive to deliver exceptional and memorable experiences to all of our Guests, and as you will be responsible for detailing every aspect of a Social Event’s time with us, a keen eye for detail is paramount! To be a successful  Special Events Manager , you don’t  just  need a passion for delivering amazing Guest experiences, or an immaculate ability to multitask, or 1-2 years working in Event Management. What you  also  need is to be friendly. You need to be adaptable. And you need to be able to thrive in a team setting. You will be responsible for working alongside the Sales, Food & Beverage, Front Office, and Housekeeping Team to ensure we are providing amazing experiences for our Guests. At Pillar & Post, everyone works to help each other out to ensure the day runs as seamlessly as possible. You need to come to work with the mentality that no day is ever going to be the same.   As  Special Events Manager , some of your daily tasks will include, but are not limited to: Works closely with Food & Beverage Manager and Chef to ensure details are completed for all events. Coordinates and prepares BEO’s for all Social functions booked at Pillar & Post. Handles all walk-ins and inquiries. Is on site for his/her events. Assists with complaint resolution. Meets deadlines and sales initiatives set by Vintage Hotels. Ensures all Guest-related problems are brought to the attention of VH Management in a timely manner. All aspects of client billing set by VH. Actively seeking ways to meet guests’ product or service needs. All other duties as assigned. Working as a Food & Beverage Supervisor isn’t just about coming to work every day – it’s about feeling like you are in a place where you belong. Where the work you are doing  matters . If this sounds like you – we would be thrilled to have you be a part of the Team!   What is it Like Working for Vintage Hotels?   While we may be composed of several different Hotels, Restaurants, and Spas, the one thing that unequivocally ties us all together is that we are one giant  Family . We have one goal – providing exceptional and memorable experiences to our Guests at every given opportunity.  As a full-time Team Member, you are entitled to a competitive compensation package and comprehensive benefits. We offer various incentives for our Team Members throughout the year, throw incredible company-wide Christmas parties, host summer sporting tournaments, and host various events in support of local charities. Apply to become the newest member of our Vintage Family today! While we welcome all candidates, only those selected for an interview will be contacted. Accessibility accommodations will be made for job candidates upon request.  
Prospectors & Developers Association of Canada (PDAC) Toronto, ON, Canada
Apr 21, 2017
Full time
PDAC International Convention, Trade Show & Investors Exchange is the world’s leading Convention for people, companies and organizations in, or connected with, mineral exploration. The four-day annual Convention held at the Metro Toronto Convention Centre (MTCC) has grown in size, stature and influence since it began in 1932 and today is the event of choice for the world’s mineral industry. In addition to meeting over 1,000 exhibitors, 24,000 attendees from 130 countries, it allows attendees the opportunity to attend technical sessions, short courses as well as social and networking events. Position summary This position is responsible for coordinating exhibits rentals for the Investors Exchange (approximately 500 Exhibitors).   Duties and responsibilities With a customer service oriented approach, coordinate: Investors Exchange, Prospectors Tent & Core Shack exhibitors Update online/print application forms Track applications received Work with a Selection Committee to review applications/select exhibitors (Core Shack only) Process payments Ensure contact & payment information is properly entered into an Exhibitor database Assign booth numbers, coordinate relocation requests Communicate booth number and waiting list status to those who applied Answer Exhibitor inquiries via phone and email Prepare Exhibitor lists for various purposes Website updates Assist with: Exhibitor communication – draft & schedule communications Updating/editing/writing the Exhibitor Manual Collaborate/work alongside the Coordinator, Convention Exhibits (Trade Show) Other tasks as required Qualifications and experience College diploma in event planning/marketing/public relations/business administration or related discipline 1-3 years exhibit and/or event experience Demonstrated ability to work both independently and as a team player Previous experience working with non-profit organizations Exceptional administrative, organizational and analytical skills Strong planning skills Ability to learn quickly, focus on the details and follow explicit direction Ability to multi-task in a fast-paced, time-sensitive environment Ability to discern work priorities, create and follow critical paths and meet deadlines Excellent oral and written communication skills, including writing and proof reading and the ability to communicate with tact and diplomacy Superior on-site logistics coordination Accuracy and attention to detail is critical Flexibility and willingness to work on occasional evenings and weekends where required and agreed Proficient use of Microsoft Word, Excel, and Outlook Application deadline: Friday, May, 5, 2017. Please email cover letter and resume directly to nsampson@pdac.ca, Attention: Director, Convention . No phone calls please. Interviews will be conducted as suitable candidates are identified . PDAC would like to thank all applicants for their interest; however only those selected for an interview will be contacted.
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