Event Specialist at Association Concepts
Description
The Event Specialist will collaborate within a team setting and will be tasked with managing designated events in partnership with the Event Manager. This role requires an energetic professional who is passionate about events and excels in delivering exceptional customer service, while effectively building relationships with both internal and external stakeholders. The Event Specialist will work closely with the Events Manager, demonstrating the ability to anticipate project requirements, prioritize tasks, and meet deadlines. It is essential for the Event Specialist to be diligent, capable of juggling multiple responsibilities, and to thrive as part of a diverse team.
In consultation with the Event Manager, you will:
Responsibilities:
- Regular updates of clients web based association management systems (WBAMS), which is a modular suite of software tools, consisting of three main modules that are all managed through one single back end basic HTML tool. These include a Content Management System (CMS), a Membership Database System, an Event Management System as well as Social Media Platform.
- Plan and oversee the development of all marketing and promotional strategies, for email blasts, social media and any publications.
- Must be proficient in online meeting platforms. (Zoom, Pheedloop etc.)
- Develop website presence in consultation with client’s manager
- Organize and attend event planning meetings
- Minute taking of event planning sessions, distribution of minutes and follow up on action items as required
- Execute contract negotiation, site inspection and event space booking
- Supplier sourcing and liaison
- Finalize food and beverage requirements
- Secure and pack event supplies
- Arrange audiovisual requirements
- Coordinate and order tickets/signage or applicable event items
- Coordinate speaker requirements
- Manage and promote sponsorship/exhibit opportunities
- Coordinate Housing requirements
- Oversee event registration, processing, follow up and reconciliation
- Coordinate printed material
- Determine database requirements and oversee development/maintenance
- Manage volunteer support and follow up as required
- Coordinate reporting of event stats (internal & external)
- Complete on-site event execution
- Communicate and report to stakeholders, suppliers, etc.
- Propose new ideas/opportunities to improve the event planning and implementation process
- Manage all events to a professional conclusion
About Us
Association Concepts Inc. is a comprehensive association and event management company that has been serving advocacy groups, professional societies, educational institutions, and industry associations for over 50 years. As Canada’s most established association and events management firm, we were founded in 1967 and were the first to provide our clients with senior-level expertise and guidance to help them grow their associations.
We believe in a hands-on approach, engaging with our clients daily to fully understand and address their goals and challenges, as well as what makes them unique to their members and stakeholders. Our average client relationship spans 15 years, demonstrating that we don't merely have clients; we cultivate partnerships!
Qualifications:
- Minimum of 2-5 years of experience in event planning in the non-profit sector
- Strong written and verbal communication skills
- Demonstrated ability to work effectively with a volunteer Board of Directors, staff and external stakeholders
- Well organized, ability to multi-task and work effectively as part of a team or independently
- Proficiency in Windows based software (Word, Excel, PowerPoint, Database Management)
Special Conditions:
- Class “G” Driver’s license and reliable vehicle for use on Association business
- Support with other duties as assigned.
- Evening and weekend work as well as travel across Canada will be required.
This position is currently a full-time one year contract, remote position, with a salary range of $50-55K based on experience. Sometime in the office in Markham as well as onsite at events throughout Canada will be required.
We wish to thank all applicants for their interest and effort in applying for this position; however, only candidates selected for an interview will be contacted. No phone calls please.
Interviews will be conducted virtually.
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