Events Coordinator

Job Description

Job Purpose: The Events Coordinator works to coordinate events, catering, and logistics support for guests, visitors, artists, tenants, community partners, and the public across all New Dawn divisions. As the primary liaison with clients, guests, and the public, the Events Coordinator is a creative role with flexible working arrangements.

This position directly oversees the care and stewardship of event space at Eltuek Arts Centre and New Dawn Centre. They will supply the daily event and planning coordination needed to ensure the efficient and professional functioning of Eltuek and the New Dawn Centre in its provision of event rental, and gathering space and services to staff, artists, tenants, vendors, and the public. The position is defined by administrative work, which includes outreach and engagement, marketing and fundraising development, as well as logistics support and people-centred relationship-building.

The Events Coordinator will manage, collaborate with, and aid New Dawn staff on public-facing events and event space rentals/catering. Internal events may include, but are not limited to, Summer Staff and Tenant BBQ, Holiday Staff party, Annual Volunteer Recognition Dinner, Annual Dinner of Friends, Open Studio Days, etc.

Primary Duties:

Events Management

• Oversee the professional operation of event spaces in Eltuek Arts Centre and the New Dawn Centre, managing the complete event experience for guests and clients
• Market the availability and features of event spaces to potential clients and organizations across Unama’ki-Cape Breton and abroad
• Design, administer, and adjust policies and procedures relating to events
• Develop and maintain events packages, contracts, and event management software
• Receive and respond to requests via phone, e-mail, in-person, and social media
• Liaise with and answer questions from guests and staff interested in bookings
• Complete intake process for bookings, ensuring that you understand the type of experience the guest is looking for (training, presentation, arts, celebration, etc.)
• Complete intake process for catering, in detail with respect to allergies, event and meal timing, custom menus, guest budget, group size, etc.
• Complete and provide guests with contract and ensure contract is received/filed
• Communicate with and schedule staff for space set-up and catering
• Attend to any last-minute details to ensure guest satisfaction
• Provide all required cost information and complete invoicing process with clients
• Work with Financial Services team on event revenue and expense reconciliation
• Coordination of event management software and data entry and reporting
• Coordinate issues relating to event space security and access, event space maintenance requests, event storage spaces, and space environmental controls
• Purchase, maintain, and inventory furniture, equipment, software, tools, and supplies
• Identifying opportunities for improvements to processes
• Promote excellence in the guest and public engagement experience
• Identify opportunities for improvements to physical spaces with respect to guest experience, maintenance requests, accessibility and aesthetic concerns, etc.
• Identify and make applications to funding programs for special and/or public events
• Other duties as assigned and/or as related to overall events operations

Catering Coordination

• Ensure highest quality of service and professionalism for all catering events
• Coordinate catering bookings, invoicing, and event reconciliation
• Liaise with clients or leads for catering and event menu development and service
• Coordination of events and catering calendar and venue management software
• Communications with team and staff to ensure staffing/scheduling
• Coordinate the preparation of food service (with catering team) for events
• Thorough knowledge of POS technology/debit machines
• Coordinate the set up and tear down of catering services

Internal (New Dawn) Events

• Support all New Dawn staff requests for space and catering for internal events
• Lead or support (depending on event) the development and execution of key New Dawn events throughout the year. These may include, but are not limited to, Summer Staff and Tenant BBQ, Holiday Staff party, Annual Volunteer Recognition Dinner, Annual Dinner of Friends, and Open Studio Days
• Provide support to the Cape Breton Island Centre for Immigration in their annual planning and execution of the Hello Cape Breton Festival
• Identify opportunities to create events for tenants and the community (holidays, cruise ships, etc.) and design and execute resulting events

Core Competencies

• Servant leadership
• Ethics and integrity
• Client and community-focused
• Initiative and problem solving
• Accountability & dependability
• Exceptional oral and written communication
• Teamwork & collaboration
• Detail orientation
• Adaptability
• Leadership

Qualifications

Highly organized, ability to plan and execute multiple projects simultaneously and work well under pressure

Post-secondary education in arts, fine arts, communications, public relations, etc.

Able to respond to the needs, timelines, and objectives of multiple divisions while meeting individual division deadlines and budget constraints

Valid and up to date First Aid & CPR, Serve Right, and Food Handlers Certificate

Self-motivated and able to work independently

Well-developed interpersonal and communications (oral and written) skills

Experience and/or comfort with community engagement and conversation

Proven track record of creating and implementing creative events/campaigns

Familiarity with analytics and other metrics used for evaluating reach and impact

Compassion and empathy

Experience working with and advocating for vulnerable populations

Work effectively with others as part of a team and with guidance from others

Exceptional attention to detail

Proficiency with Microsoft suite of programs and applications

High level of integrity, confidentiality, and accountability

Understands servant leadership and community-focus as central to the work

Work Conditions

The physical ability to lift to 50lbs

Travel may be required

Manual dexterity required to use desktop computer and peripherals

Flexible schedule is required; working evenings/weekends as needed

Interacts with employees, management, and the public at large

Environment is busy and/or noisy at times