Special Events Assistant - Burnaby, Canada - Metro Vancouver

Metro Vancouver

Verified Company

Burnaby, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Position Status:
Auxiliary (This position to last not later than December 31, 2023)

Department:
External Relations

Employee Group:
Teamsters Local 31

Location: 4515 Central Boulevard

Salary Range/ Wage Rate:
PG 19 $ $39.17 hourly

Our External Relations Department is seeking a Special Events Assistant who will assist with Metro Vancouver special events such as the Climate and Air Quality exhibit at the Pacific National Exhibition (PNE) The tasks will include setting up displays and representing Metro Vancouver at various public events; promoting Metro Vancouver's Climate Literacy online learning tool; supporting the Climate Action Dialogues and visiting Metro Vancouver worksites and other employer sites to promote the Climate Outreach Program and other outreach related activities.

This is a temporary position, with some flexibility to the hours. The incumbent must be available starting in early August for training, and for certain key dates of August 19 to September 4. Other hours can be more flexible and will extend through to December 2023.

You are:
someone who enjoys talking to people, have some knowledge of climate action and are willing to learn so much more.

You are flexible in your availability including some evenings and weekends and comfortable with talking to different people with different perspectives.

You possess a valid Class 5 BC Driver's License and are able and willing to transport event display materials as required.

This role:

Assists in event planning; works with planning teams on the development of activity schedules; participates in the development of survey questions.
Assists in the production of special events; produces selected events; 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.
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 as required.
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 as required.
Performs related work as required.

To be successful, you have:

Completion of a postsecondary diploma program in communications, environmental management 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.