Event Coordinator

About BCSSA:
We are an association with a passion for creating environments that nurture learning and achievement. We inspire, develop, and support leadership in public education in British Columbia.

• We provide a compelling leadership vision and a strategic and principled voice on issues affecting public education
• We advocate strongly for high-quality public education that supports the children and families we serve
• We work strategically with others to strengthen public education and leadership
• We create dynamic learning opportunities for leadership development 

This Opportunity:
BCSSA is seeking a full-time Event Coordinator with strong organizational skills, who enjoys working in a small-team environment and is interested in planning, organizing, and executing a variety of events ranging from large conferences to smaller professional learning sessions that support senior school district leaders within the province. This role is an integral part of the organization and provides support to our Professional Learning Committee (PLC), Membership Services Committee (MSC), and Leadership Competencies Advisory Committee (LCAC). In addition to supporting our members, these committees develop the content that is offered at our conferences and professional learning sessions. The Event Coordinator will operationalize these plans overseeing all aspects of planning and delivery.

Specific Responsibilities: 
Event support: 

• Manages all aspects and logistics of planning our conferences held in the Spring, Summer, and Fall from site selection, vendor negotiation, onsite management, and post-event surveys and reporting
• Secure hotel, catering, and audio-visual contracts, including exhibitors and sponsors for the annual AGM conference, and run our Passport Contest
• Coordinate and manage event logistics including hotel accommodations and room blocks, food and beverage service, meeting room setup, and virtual event logistics (if required)
• Prepare annual budgets for each conference including, but not limited to hotel/site, vendors, tracking operating expenses and revenue items, and discuss any anomalies with the CEO
• Prepare a working agenda for committee collaboration within SharePoint for committee access up to the final approved agenda
• Participate in PLC meetings, take minutes, complete action items related to conference planning sessions, and manage the plan, timeline, and deadlines for all events
• Develop and maintain a consistent brand presence for BCSSA across all channels for events in conjunction with Communications as needed
• Create and update website conference-related posts and pages
• Prepare presentation materials and work with keynote or guest speakers for requirements
• Regularly interact with keynote speakers, hotels, exhibitors, and sponsors
• Update the registration management system with relevant details
• Manage the registration process including all inquiries, changes, cancellations, and refunds
• Provide updates at team staff meeting
• Assist at the registration desk for attendee check-in
• Conference setup/takedown
• Communicate regularly with the executive operations manager to ensure efficient processes are in place

Committee Support: 
Provide support for the committee related to the logistics and planning of our leadership and virtual learning series whether virtual or face-to-face. Prepare agenda, participate in meetings, take minutes, and action follow-up items:

• Virtual sessions require providing presenter support and acting as a Zoom host
• Each virtual series' responsibilities are managing registration, attendance, communication plan, and end-of-year survey
• Provide updates at team staff meeting

 
Support the MSC related to the mentorship program and Indigenous Leaders Program by participating in mentor meetings and preparing agenda packages and action items for follow-up.
 
Organize and oversee the annual Scholarship Application Program:

• Create a website portal for applicants
• Post information on website
• Prepare information for the BCSSA Brief newsletter
• Respond to applicants and scholarship queries
• Track applicants
• Distribute application packages to chapter directors
• Notify winners (letters and certificates)
• Work with accounting for the distribution of scholarship funds
• Provide updates at team staff meeting

Qualifications:
High school graduation and two-year post-secondary diploma in event management/hospitality. Preferred five years related experience or the equivalent of combination and experience.

• Three to five years of experience in event planning/administration
• Experienced with negotiating and building relationships with vendors
• Excellent oral, written, and interpersonal skills
• Experience working with exhibitors and sponsors
• Proficient in SharePoint, Excel, Word, PowerPoint, and event management platforms
• Ability to prioritize workload and multiple ongoing projects while working under pressure to ensure deadlines are met
• Demonstrated teamwork skills with the ability to think critically and resolve issues
• Basic knowledge of WordPress with a willingness to learn more about website editing

What We Offer:
This is a remote position that will have some occasional office dates and travel to conference locations as required. Office dates are required for conference preparation and shipping of materials. The successful candidate will live in the Lower Mainland with the ability to travel to our office based in downtown Vancouver.

• 40 hours per week
• Flexibility is needed around conference events
• Annual salary range for this position is between $60,000 and $70,000 depending on qualifications and previous experience
• Three weeks paid vacation
• Paid sick days
• Benefit package available after six months

How to Apply:
Applications will be accepted until 4:00 pm on July 9, 2024. Applications will be reviewed as received and the job posting may be withdrawn earlier.
 
Please email your cover letter, resume, and relevant educational credentials with Event Coordinator in the subject line to [email protected]

Organization: BC School Superintendents Association

Region: Lower Mainland

Posted: June 28, 2024, 3:13 pm

Expires: July 9, 2024, 4:00 pm

Employment Type: Full Time
Employment Length: Permanent
Education Requirement: College, CEGEP or other non-university certificate or diploma from a program of 1 year to 2 years
Job Experience: 3 years to less than 5 years
Rate: $60,000.00 to $70,000.00 Year