Events Coordinator

The Squamish Downtown Business Improvement Association is seeking an Events Coordinator for 5 month contract.

Estimated hours required: 5 per week for first 4 months and 10 hours per week for the last month. Total – 120 hours

The Events Coordinator is responsible for planning and executing all Canada Day (July 1, 2012) activities in downtown Squamish. The event coordinator must be able to secure sponsorship, anticipate project needs, distinguish work priorities, and meet deadlines with little supervision.

The Goal for 2012 is 3000 in attendance throughout the day of the event.

Potential Event Day Outline includes:

Legion March with Cub Scouts, Girl Guides and Cadets
(goal to grow to a parade with decorated floats)
Flag Raising with Mayor and Squamish Nation representatives.
Family Fun Activities – face painting, street hockey etc.
Birthday Cake
Dog agility or other sports demonstrations.
Live Music and dancing.
Movie in the Park or other family event.
Fireworks

Key Responsibilities:

Event Planning and Production:
Create event plan, project scope, and schedules to ensure all event logistics are properly budgeted, estimated, and scheduled.
Coordinate logistical elements of all activities on event day.
Propose new ideas to improve the event planning and implementation process.
Research and secure sponsorship opportunities.
Maintain regular and on-going correspondence and communication with DSBIA Executive Assistant and Canada Day Special Events Committee.
Include key stakeholders within the community with planning and implementation of the event (Squamish Chamber Squamish Lion’s Club, Squamish Rotary Club, District of Squamish, DSBIA)., Prepare budgets and provide periodic progress reports to DSBIA and committee.
Keep track of event finances including check requests, invoicing, and reporting.

Sponsorship & Marketing:

Creation of sponsorship packages, templates and agreements.
Ensure that all sponsorship agreements are correctly processed and are properly tracked.
Create and distribute “thank you“letters and other recognition of sponsors.
Coordinate all advertising and brand/logo usage as it pertains to sponsors.
Ensure that all sponsorship commitments are correctly adhered to.
Responsible for marketing & advertising leading up to the event.

Qualifications:

2+ years’ work related experience required.
Excellent communication, negotiation, and interpersonal skills required.
Public relations and event marketing experience required.
Ability to take initiative, to be proactive, and work independently with little supervision.
Demonstrated project management skills, including planning, prioritizing, setting timelines, and driving the delivery of work on multiple efforts concurrently.
Demonstrated track record of managing, supporting, and executing successful events and communications.
Ability to multi-task while maintaining a keen attention to detail.
Excellent communication skills, including writing, proof reading skills, and speaking.
Ability to manage multiple projects and work assignments from a variety of staff and volunteers.
Fantastic customer service ethic and high expectations for quality.
Experience in coordinating and implementing projects and events.
Detailed oriented individual.

Compensation: $2000 plus incentive bonus.

Please apply by emailing to info@downtownsquamish.com on or before January 27th a copy of your resume and cover letter.