Event Coordinator – Events & Social Media

IMPORTANT: This role is part-time but will be moving to full-time. I will be hiring two people part-time for one month with the intention of hiring the best candidate full-time.

At KindCo, we strive to create extraordinary and memorable experiences for our clients and attendees. As an Event Coordinator, you will have the opportunity to contribute to the seamless planning, execution, and coordination of a wide range of events. From intimate gatherings to large-scale conferences, we are dedicated to delivering exceptional events that leave a positive impact. If you have a passion for event planning, meticulous attention to detail, and a drive to exceed expectations, we invite you to embark on this exciting journey with us at Click to view.

This role will require you to work closely alongside the President of KindCo.

Job Description: Event Coordinator

Position Overview:
We are seeking an experienced and detail-oriented Event Coordinator to join our team. As an Event Coordinator, you will be responsible for planning, organizing, and executing a wide range of events, ensuring their successful implementation and seamless coordination. You will also support KindCo and our clients with the development and deployment of social media posts. The ideal candidate will possess strong project management skills, excellent communication abilities (written and verbal), and a passion for creating memorable experiences for our clients.

Responsibilities:

Executive Support
– Prepare and proofread various documents, reports, and presentations for the President.
– Maintain confidential files and records, ensuring accurate and up-to-date information.
– Conduct research and gather data to assist leadership in making informed decisions.
– Prepare and distribute meeting agendas, minutes, and follow-up actions.

Event Planning and Execution:
– Collaborate with clients and stakeholders to understand event objectives, themes, and requirements.
– Develop event concepts, themes, and formats that align with the client’s vision.
– Create detailed event plans, including timelines, budgets, run of shows and resource requirements.
– Coordinate and oversee all logistical aspects of events, such as venue selection, catering, audio-visual setup, transportation, accommodation and event staffing.
– Ensure all necessary permits, licenses, and insurance are obtained for events.

Vendor and Supplier Management:
– Source and negotiate contracts with vendors, suppliers, and service providers.
– Coordinate and supervise vendor activities, including setup, deliveries, and breakdowns.
– Maintain strong relationships with vendors, ensuring high-quality services and competitive pricing.
– Review and approve vendor invoices and manage event budgets.

Communication and Promotion:
– Develop and implement event marketing strategies to maximize attendance and awareness.
– Create compelling event invitations, promotional materials, and press releases.
– Utilize various marketing channels, including social media, email campaigns, and print media, to promote events.
– Respond to inquiries from attendees, sponsors, and media outlets promptly and professionally.

On-Site Event Management:
– Oversee all event operations, ensuring smooth execution and adherence to timelines.
– Coordinate event setup, decorations, signage, and seating arrangements.
– Manage event staff and volunteers, assigning roles and responsibilities.
– Handle any on-site issues, troubleshoot problems, and make real-time decisions to ensure a seamless experience for attendees.

Post-Event Evaluation and Reporting:
– Collect feedback from clients, attendees, and stakeholders to evaluate event success.
– Analyze event data, including attendance, revenue, and expenses, and prepare post-event reports.
– Identify areas for improvement and implement strategies to enhance future events.
– Maintain accurate event records and documentation.

Programs/Skills:
– Microsoft Office (Excel, Word, Email)
– Calendly
– Slack
– Later – Posting to Instagram, Facebook, LinkedIn
– Website Updating (WordPress (nice to have), Squarespace)
– All Seated (can train)
– Asana

Qualifications:
– Proven experience as an Event Coordinator or similar role, preferably in a fast-paced environment.
– Strong project management and organizational skills, with the ability to multitask and prioritize effectively.
– Excellent interpersonal and communication skills, both written and verbal.
– Attention to detail and problem-solving abilities.
– Capability with technical software, proficient in using event management software (i.e. All Seated) and Microsoft Office Suite.
– Ability to work well under pressure and meet tight deadlines.
– Flexibility to work evenings and weekends.

As an Event Coordinator, you will play a crucial role in creating exceptional events that leave a lasting impression on our clients and attendees. If you have a passion for event planning, strong organizational abilities, and thrive in a dynamic, fast-paced environment, we invite you to apply for this exciting opportunity.

About KindCo:

KindCo is a Vancouver-based brand engagement agency. We believe in equity and providing a safe and welcoming environment to learn and grow. We are looking for people who align with our values and aspire to do their best each day. We value honesty and strive to create an environment where people feel they can bring their whole selves to work.

Our Values:

Optimism
When we maintain our optimism, we know the solution is just one thought away.

Integrity
We believe all parties thrive when we lead with integrity. When we are honest, transparent and fair, we build our strongest connections and deliver our best work.

Well-Being
We are a people-first organization. It’s when we put the well-being of people first that organizations thrive.

Connection
We are a feeling brand. We believe in nurturing connections with employees, customers, and communities.

Belonging
We believe in the value of belonging. We believe healthy organizations are diverse, inclusive and accepting and respond swiftly to behaviour that threatens an individual’s sense of belonging.

Kindness
It’s in our name. It’s the essence of our brand. We believe there’s always room for kindness.