Special Events Assistant - Burnaby, Canada - Metro Vancouver

Metro Vancouver
Metro Vancouver
Verified Company
Burnaby, Canada

1 month ago

Sophia Lee

Posted by:

Sophia Lee

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Description

Position Status:
Full-Time Temporary (This position to last not later than July 25, 2025)


Department:
Parks and Environment


Employee Group:
Teamsters Local 31


Location:
Parks Central Area (9146 Avalon Avenue, Burnaby)

Salary Range/ Wage Rate:
PG T19 $2, $2,953.65 bi-weekly


Our Parks and Environment Department is seeking a Special Events Assistant who will work as part of the Parks Interpretation Team to plan and implement interpretive nature-themed or cultural-themed special events.

You are:

Passionate about connecting people with nature in a Regional Park setting and enjoy looking for innovative ways to engage new audiences.

You are an organized and creative team player who has experience planning outdoor special events in a collaborative manner.

This role:


  • Assists in event planning; works with planning teams on the development of content and activity schedules; participates in the development of evaluation questions.
  • Assists in the production of special events; produces selected events such as Forest Fairy Gathering and Flashlight Mysteries; monitors the progress of events for emerging issues such as schedule changes, noshows, inclement weather, and visitor safety concerns; seeks to resolve problems which arise.
  • Liaises with internal departments and a wide variety of community organizations, special interest groups, agencies, contractors, partners, and staff to coordinate support for and involvement in events; disseminates information required by participants and exhibitors.
  • Establishes and maintains relationships with community donors and sponsors; seeks out new donors as required.
  • Drafts invitations, promotional materials, speaking notes, maps and signs; assembles orientation packages; coordinates the design, production and distribution of printed materials.
  • Identifies contracted equipment and service needs for events; researches and recommends sources for purchased services such as catering, venue, tent, vehicle rental and equipment suppliers; initiates purchase requisitions; advises superiors of additional resource requirements.
  • Monitors and follows up with contractors to ensure goods and services are provided as requested; arranges for discounts as appropriate; forwards invoices for payment.
  • Obtains and organizes required equipment; transports equipment and loads and unloads vehicles; assists in the setup and strike of various items such as signs and banners, tables, chairs, information supplies and other small equipment; maintains equipment inventory.
  • Recruits volunteers for special events; provides instruction, orientation and work oversight.
  • Maintains a variety of files and records related to the work such as those related to event revenues and petty cash expenditures; prepares invoices and cheque requisitions; issues receipts and handles cash.
  • Performs related work as required.

To be successful, you have:


  • Completion of a postsecondary diploma program in recreation or a related field, plus some related experience, or an equivalent combination of training and experience.
  • Sound knowledge of the methods, materials, equipment, practices and techniques related to the work performed.
  • Sound knowledge of the policies, regulations and rules governing the work.
  • Sound knowledge of the interests and functions of community groups and agencies and of available community and internal resources.
  • Ability to participate in the planning, development, implementation and coordination of public special events, and to obtain and coordinate support requirements.
  • Ability to establish and maintain effective working relationships with internal and external contacts, and to liaise with same on event planning and production.
  • Ability to recruit, orient, direct and oversee the work of volunteers.
  • Ability to draft various promotional materials and coordinate the design and production of same.
  • Ability to maintain files and records related to the work.
  • Class 5 Driver's Licence for the Province of British Columbia.
  • Completion of a Criminal Records Check.
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