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 requiredAppropriate 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.