Project Coordinator, Events Jobs

Permanent, Full-time

At United Way of Calgary and Area, we believe that united, we make the biggest difference. We’re strongest when we come together to improve local lives and communities—and when we come together as a team, we passionately propel our mission forward. We’re currently looking for a Project Coordinator, Events to join our dynamic Marketing and Communications team.

Reporting to the Strategic Events Manager, the Project Coordinator, Events will provide administrative and project coordination support for organizational events including (but not limited to) fundraising, award galas, conferences, panel and speaker sessions, networking and social events that may be in-person, online, or a hybrid of both. We are looking for a detail-oriented individual with an affinity for creative problem solving who has a passion for collaboration, customer service, and delivering exceptional experiences.

If you are passionate about your community, aspire to make an impact, thrive in a fast-paced environment, and want to make a difference, then we’re looking for you!

What you will do

Project Administration:

• Assist with preparing budgets and managing cheque requests, invoicing, and reporting.
• Gather comprehensive information, conduct research on each project to help inform strategic decisions.
• Assist with staff access and training on project and event specific software.
• Maintain & update project templates to ensure clarity.
• Maintain accurate project updates and timelines in project management software.
• Support briefs, presentations, and dashboards for a variety of internal and external audiences.
• Assist/lead special projects as required.

Event Coordination:

• Prepare nametags, materials, collateral, packages, gift bags, registration lists, seating cards, etc. as needed.
• Ensure appropriate décor (florals, linens, color schemes, etc.), collateral, and event signage is in place to meet quality expectations.
• Provide event support to planning groups, internal stakeholders, and marketing/communication team members to ensure events align and are consistent with organizational goals, brand, tone and appearance.
• Manage and maintain events inbox and online events calendar.
• Assist with managing on-site production including load-in and take down/clean up for events.
• Research and negotiate venue contracts, book event space.
• Plan and order event food and beverages, order supplies and audiovisual equipment.
• Serve as liaison with vendors on event-related matters.
• Set-up and maintain invitation and registration processes.
• Support speaker or special guest logistics.
• Participate in event evaluation and debriefing process to ensuring events meet goals and ROI.
• Prepare and maintain comprehensive files including critical paths, schedules, production plans, and room layouts.

What you will bring

Experience:

• Proficient in Microsoft Office 365, including familiarity with Word, Excel, PowerPoint, Outlook, Sharepoint, and Teams.
• Post-secondary education, diploma or certificate in Event Management preferred.
• Minimum two years' experience in event coordination, project management, or applicable administration environment.
• Comfortable operating virtual event software such as Zoom webinar, Pheedloop, Hopin or similar.
• Experience using project and event management tools such as Eventbrite, CVENT, Wrike, Asana, or similar an asset.

Attributes:

• Ability to influence and assert your point of view, ensure event standards and deliverables while maintaining relationships and getting the work done.
• Ability to lift up to 30lbs, load and unload event material and equipment into vehicles and venues.
• Well developed communication skills both verbal and written.
• Ability to occasionally work flexible hours including hours outside the standard workday, such as early morning, evening, or weekends.
• Remains positive and professional throughout the event process particularly during event challenges.
• Class 5 license and reliable transportation required.
• Adaptable to multiple competing projects and flexible timelines.
• Ability to think critically; manage both the larger picture and the details.
• Excellent time management, organization, and planning skills.

United, we make the biggest difference

United Way is a not-for-profit organization that has played a vital role in our community for over 80 years. As a social impact organization, our mission is clear: we mobilize communities for the common purpose of working together to create lasting social change.

In addition to meaningful work where you can have an impact, United Way also offers a comprehensive compensation and benefits package, a hybrid work environment, and flexible working hours.

Our Commitment to an Inclusive Culture

We are committed to creating an inclusive culture where everyone feels valued and respected, and that reflects the diverse community we serve. We welcome applications from all qualified candidates and encourage candidates with diverse backgrounds, experiences, styles, and abilities to apply. If you require accommodation at any stage of the hiring process, please let us know.

Our Commitment to Health and Safety

At United Way we are committed to protecting our team, our clients, and the community we serve by providing a safe and healthy workplace. We will follow all health and safety guidelines in accordance with the Occupational Health and Safety Act of Alberta and Alberta Health Services guidelines.

To Apply

Send cover letter with salary expectations, and resume (PDF) by 4 pm June 19th, 2023 to [email protected]

Subject Line: Project Coordinator, Events – Your Name.

To learn more about the United Way of Calgary and the Area, please visit our website at www.calgaryunitedway.org.

We thank all applicants for their interest and effort in applying for this position, however, only those being considered will be contacted.