Job Description

Event Manager

Permanent, Full Time

Including evenings & weekend hours

Mulgrave is one of Canada\xe2\x80\x99s leading independent co-educational pre-K \xe2\x80\x93 12 day schools, serving the North Shore of Vancouver. We are an established IB Continuum World School with a reputation for excellence and innovation. We are now seeking applicants for the role of Event Manager, to start September 11, 2023.

The role of the Event Manager is to work collaboratively with the Senior Event Manager to create, plan and bring to life a wide variety of internal and community events. The Event Manager, above all, is a project manager who understands what it takes to execute an event while paying attention to budget and time constraints and can work collaboratively with all team members to ensure overall team success.

Duties and Responsibilities:

These may include, but are not limited to, the following:

Events:

• Plan and oversee all aspects of an event from the conception of the initial idea to the last detail according to requirements, target audience and objectives
• Prepare budgets and manage event budgets
• Ensure all resources, venues, supplies, and equipment are booked appropriately
• Event planning and management utilizing Google Suite and/or similar products for workflow, tasks, calendar management, collaborating, and planning for each event
• Source and negotiate with vendors and suppliers
• Hiring personnel (DJs, waiters etc.), with direction from the Senior Event Manager, coordinate all operations prior, during and at the conclusion of each event
• Promotional activities for the event and engage with various stakeholders as required for promotion
• Analyze the event\xe2\x80\x99s success and prepare followup reports and filing
• Printing of promotional materials for events
• Provide basic audio and visual support for all meetings and presentations
• Manage inventory and travel (e.g. supply runs, picking up flowers, catering supplies etc) to support events as required

• Managing and weekly orders of food, beverages, and supplies for all school events.

• Support community volunteers as required for various school events including working with students, parents, staff, and special guests
• Working independently, including locking or unlocking the building

Recurring Events Include but are not limited to:

• Special events & ceremonies
• Board meetings
• Sports events & competitions; award ceremonies
• Graduation, convocation and semi-formal events
• BBQs and class parties
• University visits and fairs
• Community socials
• Staff parties and meetings

• Admissions Open Houses and community meetings
• Outside and Venue Rentals
• Technical requirements for all meetings
• Pop-up evening meetings/dinners
• Theatre Productions
• Assessments and exams (eg SAT exams)

Qualifications:

• BA in PR, marketing, hospitality, events management or related field is preferred
• Skilled in project management and overseeing projects from start to finish
• Endorse the school\xe2\x80\x99s mission and vision statement
• Ability to ensure event is completed smoothly with confident troubleshooting
• Proven ability to problem-solve and understand efficiencies to complete complex projects
• Multi-tasking to manage many ongoing projects of varying complexity
• Ability to manage own schedule to successfully execute every event
• Keen eye for esthetics and design

• Outstanding communication and interpersonal skills
• A proven team player with a friendly can-do attitude
• Trust-worthy and reliable
• Good attention to detail with excellent prioritizing and organizational skills
• Ability to adapt to the constantly changing schedule related to events management
• Computer experience in Google Suite and Event Management software is an asset
• Given the requirements of the role, employee must have own transportation
• Physical ability to lift and move materials up to 40lbs in weight
• Flexibility required for hours of work; will be required to work weekends/evenings (Estimated 8-10 weekends per year and 3-4 evenings per month)
• Emergency First Aid, Serving-It-Right and Food Safe Level 1 required (or willing to obtain)

Diversity, Equity & Inclusion Commitment

In order to provide the best possible learning environment for our highly diverse, multicultural student population, Mulgrave actively seeks to recruit teachers from groups that have been traditionally underrepresented in independent and international school faculties. BIPoC and 2SLGBTQ+ educators and those with disabilities are warmly encouraged to apply, and invited to reach out for more information about our commitment to diversity, equity, inclusion, and justice.

We offer a comprehensive salary and benefits package that is very competitive, as well as opportunities for professional growth. Our benefits include:

• An RRSP program
• Professional and career development/training opportunities
• Extended health and dental coverage
• Short and long term disability insurance
• Personal day
• Employee assistance program
• Plenty of opportunities to get to know your colleagues during our various social events throughout the year
• Complimentary coffee & tea
• Fitness / weight room & trainer
• Chair massages

Please visit our website at for further information about our School.

Resumes should be submitted through by September 1 , 2023. Given the location of the school, applicants must provide their own transportation.

We thank all interested parties. Only those selected for an interview will be contacted.

Mulgrave School