Ms. (Event Planner)

Organization Name: Ms.
Opportunity Title: Event Planner
Category: Communications / Marketing / Media
Commitment: Less than 6 months
Start Date: May 1, 2019
End Date: July 23, 2019

Email: hr@latincouver.ca
Website: http://www.latincouver.ca
Details:

• Background/police check required
• Appropriate for volunteers aged between 18 and 55

Opportunity Description:

Event Planner Latincouver

(paid internship  – 13.85 CAD per hour, 30 hours per week)
Latincouver Cultural & Business Society – Vancouver, BC

Full time practicum – May 1 – July 23, 2019

 

 Latincouver is  a non-profit organization that for the past 10 years has been connecting over 100,000 Latin Americans with Latin enthusiasts living in Western Canada. As of  today, we are the point of reference within the Latin American community in British Columbia.

Description

 Event Planner will function as the right hand of the Project Coordinator. This position will provide an organizational and operational support in the development and execution of all Latincouver events during May  – July 2019

 

Core Responsibilities

 

• Work together with the Project Coordinator  on management and organization-wide projects, tasks and deadlines
• Plan and organize Carnaval del Sol and other Latincouver events with Project Coordinator
• 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.
• Conduct cold calling when needed to arrange meetings with potential customers
• Take active part in closure of the event: thank you emails to public, partners, sponsors,  testimonials and surveys.

• Assist with the managing multiple events and coordinate on-site execution of 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
• Ensure that all event coordinators exchange information with Production, HR and Marketing Leaders as well as Carnaval del Sol’s design team, vendors, and venues
• 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 neighbors needs to be sent.
• identifying special guests for all the different events and VIP Area
• Assist with the coordination of suppliers, handling client queries and troubleshooting before, during and post the event to ensure that all runs smoothly;
• overseeing the dismantling and removal of the event and clearing the venue efficiently;
• Coordinate with various departments of Carnaval del Sol management team to meet project objectives and deadlines
• 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;
• overseeing 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
• Discussion of theme, style etc… to gain a thorough understanding of your expectations, vision and desired outcomes for the event
• Follow up with suppliers / service providers as appropriate and confirm all details for confidence 1-2 weeks before the day of the event
• Additional duties as required

 

Qualifications/Requirements

 

• Required age  is between 20 and  30 years old
• Citizens, permanent residents and refugees only can be accepted for this job opening according to the  Canada Summer Jobs requirements.
• University or college graduation in event planning, communications, public relations, marketing or other 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.

 

How to Apply:

Send your resume and cover letter to the email hr@latincouver.ca or fill out the application on our website and check out the many possibilities you can have with us.