Event Coordinator

Job Type: Full-time/1-year Contract

Salary: $55,000

Location: Vancouver, BC

Benefits: Benefits package available after 3 months

Entry level

Reports to the Event Manager and supports Accounting

Job Description:

The successful candidate will be responsible for office administrative tasks as well as providing support to our Events Manager  helping to plan and execute a wide range of successful events. Whether it's our flagship BC Natural Resources Forum, the Indigenous Resource Opportunities Conference or Tailings and Mine Waste 2024, you'll play an essential role in ensuring our events are seamlessly executed.

As a member of our team, you'll have the opportunity to work in a dynamic environment, managing multiple tasks and priorities while providing exceptional customer service to our sponsors, exhibitors, and delegates. You'll also be supporting our day-to-day administration, helping to ensure the office runs smoothly.

At C3 Alliance, we're committed to providing our clients with a wide range of services and strategic advice to First Nations, resource developers, businesses, communities, and all levels of government.  Our team assists clients with developing and implementing effective approaches to engagement that maximize local benefits.  Also, as leaders and experts in conference and event planning, our events team plays a crucial role in creating connections between communities through our networking events.

Responsibilities:

Event Registration & Customer Service

  • Registration coordination of over 1,000 delegates.

  • On-site coordination and management of the Registration Desk during events.

  • Monitor the requests for each event’s designated email account.

  • Respond to phone calls and email inquiries in a timely and professional manner.

  • Set-up and manage virtual event software.

  • Providing support to sponsors, exhibitors, and delegates on using the virtual event software.

 

Administration

  • Invoicing and payment tracking.

  • Coordinating monthly expense reports for accounting.

  • Maintaining excel trackers for registration, sponsorships, and tradeshow.

  • Updating contact mailing lists and tracking incoming sponsorship and tradeshow requests.

  • Assisting with monitoring and tracking project tasks and deadlines.

  • Collect and compile feedback forms and other data as needed.

  • Assists with organizing and maintaining physical and digital files.

  • Work closely with the conference team in scheduling meetings.

  • Prepare outgoing letters, packages, and mail merges as requested in a timely manner.

  • Oversee and ensure all office supplies and office systems are in order.

  • Oversee all incoming mail and courier materials; open, review and ensure proper circulation and priority.  Ensure high priority items are flagged appropriately and tracked. 

 

Qualifications:

  • 1+ year experience in event planning or a similar position (required).

  • 3+ years experience in customer service.

  • Strong English written and oral communications skills.

  • Organizational, planning and time management skills.

  • Analysis and problem-solving skills.

  • Proficiency in Microsoft Word and Excel.

  • Ability to demonstrate accuracy and attention to detail.

  • Ability to work independently and anticipate the needs of the team.

This position would appeal to an individual who has a passion for event planning, customer service, and organization and also who might be interested in the natural resources sector, Indigenous engagement, or community development. C3 Alliance offers a unique opportunity to work on events that have a positive impact on local communities and the environment.

If you are interested in this position and meet the qualifications, please submit your resume, and cover letter to careers@c3alliancecorp.ca. Please ensure that you add the job title ‘Event Coordinator/Administrative Assistant’ to the subject line. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

This job description is designed to outline the basic nature and scope of the work and does not limit the duties and responsibilities of the candidate.  We encourage candidates who have an interest in this exciting opportunity to review the C3 Alliance, BC Natural Resources Forum, and Indigenous Resource Opportunities webpages.