Event Coordinator

For more than 25 years, Naut'sa mawt Event Management has had the honour ofsupporting many of the most significant events impacting Indigenous Peoples andcommunities across Canada. Through our Event Planning, Engagement and Art and Décor departments, we help bring people together to build a better future, guidingevery project with cultural safety, care, and trauma-informed practice. The Event Coordinator is responsible for coordinating these events from initial clientintroduction to onsite event implementation in an effective and timely manner in order tomeet Naut'sa mawt Event Management standards of customer service.
Accountability
Reporting to the Senior Event Manager, the Event Coordinator will be assigned virtual, in person and hybrid events in collaboration with government, non-profit or corporate clientsall around a diverse array of Indigenous-focused engagement/celebration. These events will be coordinated both independently and in collaboration with the Senior Event Manager, Event Managers depending on the complexity of the client's deliverables. This role will require collaboration with a variety of internal team members, contractors, event attendees,speakers, contractors, and other key partners to ensure events are clearly outlined,communicated, executed, and documented.
Responsibilities
Event planning responsibilities could include but are not limited to;
Organizing allevent logistics such as overseeing registration,communications, speaker management, tech support, graphic design andproviding general customer service and supportSeeking quotations and hiring reliable subcontractors for events such asHotels, Caterers, Technicians etc. identifying roles, responsibilities, objectives,and goals of each resourceProviding cultural guidance to clients on how to ensure event programming remains inclusive and respectful to Indigenous culturesCoordinating with Elders, Knowledge Keepers and cultural performers in arespectful and culturally appropriate manner, including understanding andsupporting protocol and cultureCollaborate closely with internal departments, including Engagement and Arts &Décor, to ensure integrated planning and delivery of eventsWorking closely with the clients in order to adhere to their event budget, providing subcontractor quotations to client for approvalEnsure that service quality standards are maintained and consistentlydelivered in all areas of responsibility
Onsite Event Management responsibilities could include but are not limited to;
Supervising and assigning roles to event staff and subcontractorsIf applicable, reporting to the Senior Event Manager or Event Manager forimmediate priorities and communicating their requests to vendors or otherstaff membersOverseeing smooth delivery of event programmingArranging rehearsals and overseeing audio/visual or virtual elements of eventprogrammingOrganizing efficient registration process or gift giving processes.Greeting Elders or speakers, providing honoraria if applicable, and ensuringall other all are aware of the event agenda and timingEffectively shifts priorities to achieve exceptional results, shows initiative tomeet demands, and recommends solutions to address issues as they arise.
Perform professional administrative and clerical duties in accordance with Naut'samawt Event Management approved practices, policies, and service standardsincluding:
Maintaining accurate electronic and hard copy filing system;
Opens, sorts, scans, copies, emails, and distributes incoming/outgoingcorrespondence/documents when applicableCommunicates and responds to routine requests or inquiries via telephone,email, or in- person;
Accurate update of information into company CRM (monday.Com)Attends departmental meetings, staff meetings and events as requiredMaintains strict confidentiality and exercises sound judgment and discretionwhen dealing with sensitive issues;
Carries out other dutiesas assigned that are essential to the position asdirectedMonitors areas of responsibility for opportunities for improvement andinnovation and work proactively to implement these.
Education and Professional Experience
Completed Bachelor's Degree and/or Certificate or diploma in event management isrequiredExperience 3-5 years experience organizing eventsProficient in Adobe Acrobat, Canva and Microsoft Suite programs including Teams,Word, Excel and PowerPointExperience working on a variety of virtual event platforms such as Cvent, Eventbrite,Zoom or Teams is considered an assetExperience working with Indigenous communities considered an asset
Knowledge, Skills, and Abilities
Working knowledge of various processes related to project and event managementAbility to work both independently and collaboratively with the Events Director andEvent ManagersProactive and able to manage multiple functions while meeting deadlines.Excellent leadership skills with the ability to provide clear and respectful direction tocontractorsSound analytical thinking when working under pressure with excellent conflictresolution skills;
managing difficult situations with positive resultsAbility to provide, obtain or follow clear, concise and accurate information orally andin writing (including spelling, grammar, context and structure)Excellent interpersonal and communication skills, both written and spoken
OTHER:
This position is based on a 12-month contract with a work week of 35hours per weekWillingness to travel Canada-wide for eventsMay be required to work nights, weekends, and holidays on occasionFollow Naut'sa mawt Tribal Council policies and proceduresNote: This is a remote position for those located within the Lower Mainland BC orVancouver Island area. Ability to attend events in person within this area is required.This is a predominantly remote position for those located within the Lower Mainland BC or Vancouver Island area.
Salary:
$65,000 annually depending on experience, with comprehensive benefits.
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