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Job Title: Assistant Event Coordinator   Date Posted: 11/14/24 Ref. Number: 204 Type: Full Time Part Time Location: Cookstown Requirements: - Education: A high school diploma is typically required. However, a Bachelor's degree in event management, hospitality, marketing, communications, or a related field is often preferred - Technical Skills Software Proficiency: Familiarity with event management software (e.g., Cvent, Eventbrite, Social Tables) and office tools like Microsoft Office Suite (Excel, Word, PowerPoint). Social Media and Marketing: Knowledge of digital marketing and social media platforms can be useful, especially for promoting events. AV & Technology: Basic understanding of audio-visual needs, lighting, and other technical aspects of events. - Certifications (Optional but Beneficial) Certified Meeting Professional (CMP): Offered by the Events Industry Council, this certification is often recognized in the event planning industry. Certified Special Events Professional (CSEP): A certification offered by the International Live Events Association (ILEA). Event Planning Courses: Some event coordinators may complete specialized courses on event management to enhance their skills Description: Key Responsibilities: • Event Planning & Coordination: - Develop detailed event plans, timelines, and budgets - Coordinate logistics for all aspects of events, including venue selection, catering, and transportation, audiovisual needs, and guest accommodations. - Work with clients to understand event goals, preferences, and requirements. • Vendor & Supplier Management: - Source and negotiate contracts with vendors (e.g., venues, catering, entertainment, décor, etc.). - Manage vendor relationships and ensure timely delivery of services and products. - Coordinate vendor setup, breakdown, and on-site needs. • Budget Management: - Prepare and manage event budgets, ensuring events are executed within budget constraints. - Track and reconcile event costs, including deposits, invoices, and payments. • Logistical Support: - Oversee the logistics of event operations, including transportation, staffing, and signage. - Ensure all event materials, equipment, and supplies are on-site and set up correctly. - Manage on-site event coordination to ensure smooth operation during the event. • Guest & Client Relations: - Communicate with clients to gather event requirements and provide status updates. - Provide exceptional customer service and handle any client or guest issues that arise. - Create and manage guest lists, RSVPs, and special requests. • Marketing & Promotion (Optional, depending on company): - Assist with event marketing, including social media promotion, email campaigns, and event branding. - Collaborate with the marketing team to create event collateral such as invitations, programs, and signage. • Post-Event Evaluation: - Gather feedback from clients and attendees to evaluate the event’s success. - Assist with post-event follow-up, including vendor payments, thank-you notes, and reports. - Analyze event performance and suggest improvements for future events. Hours per week: Mon - Fri 40 Rate of Pay: TBD Contact: Ramein Ayaz Telephone: 905-453-7896 Fax: 905-453-7894 Email: rayaz@jobskills.org