Event Coordinator

Job Responsibility:

Latincouver Cultural and Business Society is a non-profit organization that brings together Latin Americans and Latin enthusiasts living in Vancouver to strengthen and celebrate the richness of our businesses and cultures. Our four pillars are:

• Promoting Culture: We promote cultural diffusion of Latin America in the Canadian context promoting and enriching bilateral cultural support.
• Connecting Business: We provide possibilities for Latino entrepreneurship with effective management, thus generating assertive business links in Canada.
• Supporting Community: We watch over a community in Latin America with cohesion and mutual support, giving rise to growth with firm roots.
• Empowering People: We generate growth possibilities and empowerment of enthusiastic Latin Americans seeking opportunities in Canada.

Description:

Event Coordinator will function as the right hand of the Project Manager. This position will provide organizational and operational support in the development and execution of all Latincouver events.

Duties and Responsibilities

• Work together with the Project Manager on management and organization-wide projects, tasks and deadlines
• Plan and organize Carnaval del Sol and other Latincouver events with Project Manager
• Be part of regular staff & board meetings to achieve project outcomes
• Liaise with service providers & partners
• Produce detailed proposals documents for events; timelines, venues, suppliers, legal obligations, staffing, budgets, etc.
• Assist with the managing multiple events and coordinate on-site execution of the event
• Assist with setting program goals and participants, assist to collaborate on marketing strategies and production plan, communicate program information with participants, sponsors, and partners
• Assist with the organization of different facilities for car parking, traffic control, security, first aid, hospitality, and the media and liaison with the city of Vancouver. All the permits and letters to neighbours need to be sent.
• Assist with the coordination of suppliers, handling client queries and troubleshooting before, during and post the event to ensure that all runs smoothly;
• Assist with the sourcing of all suppliers/service providers as requested. Attend meetings with suppliers/service providers as appropriate
• Assist to meetings with the city and sponsors in case of absence of the Project Manager
• Follow up with suppliers/service providers as appropriate and confirm all details for confidence 1-2 weeks before the day of the event
• Support with the planning Carnaval del Sol layouts as well as the other events. the entertainment program, scheduling workshops and demonstrations
• Support to create a brand for the different events and assist with the production of tickets, posters, catalogues and sales brochures, plus social media coverage;
• Oversee the dismantling and removal of the event and clearing the venue efficiently;
• Make all necessary preparations for the events to occur. Design timeline, schedule of events throughout the week, and organizing event logistics
• Oversee the dismantling and removal of the event and clearing the venue efficiently;
• Take an active part in the closure of the event: thank you emails to the public, partners, sponsors, testimonials and surveys.
• Additional duties as required

Requirements and skills:

• Required age is between 15 and 30 years old according to the Canada Summer Jobs requirements
• Citizens, permanent residents and refugees only can be accepted for this job opening according to the Canada Summer Jobs requirements.
• Required to have a valid Social Insurance Number at the start of employment and be legally entitled to work in Canada in accordance with relevant provincial or territorial legislation and regulations to the Canada Summer Jobs requirements.
• University or college graduation in event planning, communications, public relations, marketing or another relevant discipline will be a plus
• 1-2 years experience in event planning will be a plus
• Advanced communication and presentation skills both in public and customers relationship maintenance
• Ability to perform well under pressure, meet tight deadlines, and recognize changing priorities
• Deal effectively with non-routine matters and coordinate various activities
• Ability to take responsibility and make independent decisions
• Ability to work cooperatively and to coordinate with a variety of individuals both within and outside the organization in a supportive and efficient team environment
• Cross-cultural competence and sensitivity
• Knowledge in Latino American culture and Spanish or Portuguese are an asset
• Proven ability to meet deadlines, fulfil client requests on short notice, work on multiple tasks and adapt to change
• Proficiency in Microsoft Word, Microsoft Excel, Google Drive

Benefits

• Reference letter upon completion to upgrade your resume
• Expand your professional contacts through Latincouver's rich network
• Feedback on your learning progress
• Be part of a fun professional staff team
• Learn new skills and an opportunity to practice different languages.

Job Types: Full-time, Internship / Co-opContract length: 2 months

Pay: $17.85 per hour

Expected hours: 35 per week

Benefits:

• Casual dress
• Company events
• Flexible schedule

Flexible language requirement:

• English not required

Schedule:

• Monday to Friday
• Weekends as needed

Application question(s):

• This program is based on a Government program.

To be eligible, youth must:

be between 15 and 30 years of age at the beginning of the employment period*be a Canadian citizen, permanent resident, or person to whom refugee protection has been conferred under the Immigration and Refugee Protection Act for the duration of the employment** andhave a valid Social Insurance Number at the start of employment and be legally entitled to work in Canada in accordance with relevant provincial or territorial legislation and regulations*The youth must be 15 years of age at the beginning of the employment period. The youth may be more than 30 years of age at the end of the employment period as long as the youth was 30 at the beginning of the employment period.

Are you required these three?

Work Location: In person

Expected start date: 2025-05-19