Latincouver Cultural & Business Society (Project Coordinator)
Organization Name: Latincouver Cultural & Business SocietyOpportunity 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 55Appropriate for volunteers aged 55 and overAppropriate for court-ordered volunteers
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.