Special Events Assistant - Burnaby, Canada - Metro Vancouver

Metro Vancouver

Verified Company

Burnaby, Canada

4 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

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.