Job Posting: Events Coordinator
Join our team as an Events Coordinator!
*THIS POSTING IS NOW CLOSED*
About Us
The Greater Kitchener-Waterloo Chamber of Commerce (GKWCC) provides strong, continued service to over 1700 members in one of Canada’s marquee pioneering and entrepreneurial business communities. For the past 136 years, dating back to the Chamber’s founding as the Berlin Board of Trade, we have expanded into one of the largest and most innovative Chambers in Canada by focusing on the needs of all our members, big and small. For more information, please visit greaterkwchamber.com.
About the Role
The GKWCC is seeking an Events Coordinator who is responsible for organizing their own portfolio of events within the Chamber’s annual event calendar, supporting volunteer committees, executing day-to-day administrative tasks of the Events Department, and working alongside a team to deliver successful, high caliber events and positive guest experiences.
Event Planning
With the guidance of the Events Manager, coordinate and execute high quality events that fall within your event portfolio. You will also assist the Event Manager with the coordination and execution of their event portfolio (typically Signature/Premier events).
- Execute virtual, hybrid, and/or live events.
- Book and coordinate all venue logistics (physical venue spaces and/or virtual event platform).
- Assist in booking keynote speakers and panelists, providing them with full event details, and content direction.
- Determine event agendas and write event scripts.
- Provide direction for event promotional materials, and update website with all event details and registration.
- Liaise with all vendors and suppliers needed to successfully execute event (i.e. – production, décor, food & beverage, entertainment, etc.), which may include confirming event needs, contract review, and/or negotiation.
- Greet and assist all event attendees including dignitaries, VIP’s, and/or high-profile guests.
- Compile and send out all pre, during, and post event communication to attendees, speakers, exhibitors, sponsors, and any other key stakeholders.
- Prioritize the health and safety of all guests, staff/volunteers, and vendors.
- Create event wrap-up reports, debriefs, and thank you emails.
- Provide invoices to Event Manager for processing.
Administrative Tasks
To ensure the department runs smoothly, day-to-day administrative tasks will need to be performed.
- Reply to event-related email & phone inquiries in a timely manner.
- Update internal event calendar.
- Update internal tracking documents and budgets, as required.
- Provide general support to Events Manager, as required.
Sales & Sponsorship
Work with the Sponsorship and Sales teams to successfully deliver on sponsor commitments for all events, while exceeding their expectations.
- Build and manage relationships with partners and event attendees to help generate leads for Sales/Sponsorship.
- Identify future sponsorship opportunities for existing events.
- Introduce new ways to incorporate and support members in our event programs.
- Generate event ticket sales among members and future members.
- Make monthly membership retention calls.
Volunteer Committees
Assist in leading and supporting volunteer committees (4-6 total). Volunteer Committees are made of dedicated Chamber Members who help plan events.
- Schedule and attend all committee meetings.
- Prepare agendas and minutes pre/post meetings and respond to any communication from volunteers outside of scheduled meetings.
- Assist in recruiting and retaining volunteers on committees.
- Update Committee mandates annually, and ensure all members receive, understand, and agree to the policies.
- Support volunteer appreciation initiatives.
Other Duties as Assigned
As you would expect, the Events Industry is unpredictable and requires you to adapt to many different situations at a moment’s notice. As such, there are always “other duties” that come up unexpectedly that you should be prepared for.
About You
- Top-notch organization: You love lists, colour coding, and calendar invites. You can meet deadlines and achieve outcomes even when there are numerous other priorities and distractions. You’re extremely attentive, thorough, adaptable, and focus on the little details.
- Experience in a fast-paced environment: You are willing to tackle projects independently and push through until the job is done. You’re an exceptional multi-tasker, and a self-starter with the ability to take initiative and ownership of your responsibilities.
- Excellent communicator: You keep everyone informed and can do so efficiently, effectively, and professionally – in written and verbal. You’re also empathetic and enthusiastic and feel comfortable socializing with people you may not know. You’re excited at the opportunity to expand your network and build relationships within the community.
- Thrive under pressure: You stay calm, approachable, and in control during stressful situations, by focusing on the solution, not the problem. As this is a customer-facing role you may face some negative feedback and criticisms.
- Leader, not a follower: You’re innovative and think outside the box. You enjoy pushing the limit (creatively), and set trends, not just follow them.
- Tech Savvy: You are comfortable adapting to new forms of technology and using various platforms (social media, video communications, virtual events, etc.). You are also proficient in Microsoft Office.
- Support Local: You make regular trips to the corner bakery, participate in #KWAwesome community groups on social media, and generally enjoy supporting Waterloo Region business owners.
- Helpful, but not required: Experience in photography, videography, video editing, live productions, graphic design, project management, and/or public speaking.
If this sounds like you, or what you’re striving to obtain, then please apply. We look forward to learning more about you and what you could bring to this role.
Application Process
To Apply: Please send your application to Carolyn Marsh, Events Manager at cmarsh@greaterkwchamber.com. When applying, please provide a resume, and either a cover letter or 60-second self-introduction video.
Next Steps: We thank all those who apply, however, only those candidates who are selected to move forward in the application process will be contacted. The posting will remain open until the position is filled. The start date for the successful candidate is flexible, but preferably they will start in June or July 2024.
The Specifics
Hours of Work: Monday – Friday, 8:30am – 4:30pm, with a 30-minute paid lunch for a total of 37.5 hours each week. Evenings/early mornings will be required based on event schedule.
Travel: Hybrid work environment, with minimum 2 days per week in-office (80 Queen St. N., Kitchener), with additional travel required around Waterloo Region to event venues and/or scheduled pick-ups and deliveries of supplies and donations from partners. Mileage will be reimbursed for work-related activities, but this role requires a valid driver’s license and access to a reliable vehicle.
Compensation: $36,000 – $41,000 annually, plus benefits. Compensation will be based on experience & qualifications.
Benefits:
- Healthcare including dental and vision plan, as well as an EAP program, which all starts 3 months into employment.
- RRSP matching, which starts 3 months into employment.
- 2 weeks’ vacation + stat holidays + lieu time for hours earned for events.
- Monthly mental wellness half-day Friday (subject to change)
- Hybrid work model.
- Professional Development opportunities.
- Parking included.
The Greater Kitchener Waterloo Chamber of Commerce believes that everyone is free to be their true self and receive the same respect and opportunity, regardless of ethnicity, gender, culture, identity, sexual orientation, age, beliefs, language, or disability. We have an inclusive work environment that is a safe and welcoming space for all and we encourage applications from all qualified candidates. If you require accommodation at any time during the recruitment process, please email cmarsh@greaterkwchamber.com.
