Latincouver Cultural & Business Society (Project Coordinator)

Organization Name: Latincouver Cultural & Business Society
Opportunity Title: Project Coordinator
Category: Professional Opportunities
Commitment: Less than 6 months
Start Date: July 13, 2020
End Date: July 29, 2099

Email: hrassistant@latincouver.ca
Website: http://www.latincouver.ca
Details:
  • Appropriate for youth (i.e., less than 18)
  • Appropriate for volunteers aged between 18 and 55
  • Appropriate for volunteers aged 55 and over
  • Appropriate for court-ordered volunteers
Opportunity Description:

Responsibilities and Duties:

 

Organization & Communication

  • Work together with the Project Manager on management and organization-wide projects                                                                                                                                                                                 
  • 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 festival service providers & partners 
  • Produce detailed proposals documents for events; timelines, venues, suppliers, legal obligations, staffing, budgets, etc. 
  • Take part in  the festival site design together with the project manager  & graphic design team 
  • Conduct cold calling when needed to arrange meetings with potential customers
  • Take an active part in the closure of the event: thank you emails to public, partners, sponsors,  testimonials

 

Logistic

  • 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
  • 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 need to be sent. 
  • Identify 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;
  • Post-event evaluation (including data entry and analysis and producing reports for all Carnaval del Sol event stakeholders).
  • Make all necessary preparations for the festival 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

 

Human Resources

  • Work together with the Human Resources manager to recruit volunteers
  • Ensure that all volunteers, assisting with events, are coordinated and oriented.

 

Qualifications/Skills

  • University or college graduation in event planning, communications, public relations, marketing or other relevant discipline supplemented by formal business training
  • 1-2 years of experience in marketing or event planning 
  • Outstanding 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 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 a strong asset
  • Proven ability to meet deadlines, fulfil client requests on short notice, work on multiple tasks and adapt to change
  • Exceptional verbal and written communication skills with extreme attention to detail
  • Proficiency in Microsoft Word, Microsoft Excel, Google Drive
  • Previous experience in hospitality, customer service or an agency setting is an asset
  • Knowledge and experience in sales, marketing social media and communications

 

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 to the email hrassistant@latincouver.ca or fill out the application on our website.

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