Event Coordinator

Position Focus

For more than 25 years, Naut’sa mawt Event Management has had the honour of supporting many of the most significant events impacting Indigenous Peoples and communities across Canada. Through our Event Planning, Engagement and Art and  Décor departments, we help bring people together to build a better future, guiding every project with cultural safety, care, and trauma-informed practice. The Event Coordinator is responsible for coordinating these events from initial client introduction to onsite event implementation in an effective and timely manner in order to meet Naut’sa mawt Event Management standards of customer service.

Accountability

Reporting to the Senior Event Manager, the Event Coordinator will be assigned virtual, in person and hybrid events in collaboration with government, non-profit or corporate clients all around a diverse array of Indigenous-focused engagement/celebration. These events will be coordinated both independently and in collaboration with the Senior Event Manager, Event Managers depending on the complexity of the client’s deliverables. This role will require collaboration with a variety of internal team members, contractors, event attendees, speakers, contractors, and other key partners to ensure events are clearly outlined, communicated, executed, and documented.

Responsibilities

Event planning responsibilities could include but are not limited to;

• Organizing all event logistics such as overseeing registration, communications, speaker management, tech support, graphic design and providing general customer service and support
• Seeking quotations and hiring reliable subcontractors for events such as Hotels, Caterers, Technicians etc. identifying roles, responsibilities, objectives, and goals of each resource
• Providing cultural guidance to clients on how to ensure event programming remains inclusive and respectful to Indigenous cultures
• Coordinating with Elders, Knowledge Keepers and cultural performers in a respectful and culturally appropriate manner, including understanding and supporting protocol and culture
• Collaborate closely with internal departments, including Engagement and Arts & Décor, to ensure integrated planning and delivery of events
• Working closely with the clients in order to adhere to their event budget, providing subcontractor quotations to client for approval
• Ensure that service quality standards are maintained and consistently delivered in all areas of responsibility

Onsite Event Management responsibilities could include but are not limited to;

• Supervising and assigning roles to event staff and subcontractors
• If applicable, reporting to the Senior Event Manager or Event Manager for immediate priorities and communicating their requests to vendors or other staff members
• Overseeing smooth delivery of event programming
• Arranging rehearsals and overseeing audio/visual or virtual elements of event programming
• Organizing efficient registration process or gift giving processes.
• Greeting Elders or speakers, providing honoraria if applicable, and ensuring all other all are aware of the event agenda and timing
• Effectively shifts priorities to achieve exceptional results, shows initiative to meet demands, and recommends solutions to address issues as they arise.

Perform professional administrative and clerical duties in accordance with Naut’sa mawt Event Management approved practices, policies, and service standards including:

• Maintaining accurate electronic and hard copy filing system;
• Opens, sorts, scans, copies, emails, and distributes incoming/outgoing correspondence/documents when applicable
• Communicates and responds to routine requests or inquiries via telephone, email, or in- person;
• Accurate update of information into company CRM (monday.com)
• Attends departmental meetings, staff meetings and events as required
• Maintains strict confidentiality and exercises sound judgment and discretion when dealing with sensitive issues;
• Carries out other duties as assigned that are essential to the position as directed
• Monitors areas of responsibility for opportunities for improvement and innovation and work proactively to implement these.

Education and Professional Experience

• Completed Bachelor’s Degree and/or Certificate or diploma in event management is required
• Experience 3-5 years experience organizing events
• Proficient in Adobe Acrobat, Canva and Microsoft Suite programs including Teams, Word, Excel and PowerPoint
• Experience working on a variety of virtual event platforms such as Cvent, Eventbrite, Zoom or Teams is considered an asset
• Experience working with Indigenous communities considered an asset

Knowledge, Skills, and Abilities

• Working knowledge of various processes related to project and event management
• Ability to work both independently and collaboratively with the Events Director and Event Managers
• Proactive and able to manage multiple functions while meeting deadlines.
• Excellent leadership skills with the ability to provide clear and respectful direction to contractors
• Sound analytical thinking when working under pressure with excellent conflict resolution skills; managing difficult situations with positive results
• Ability to provide, obtain or follow clear, concise and accurate information orally and in writing (including spelling, grammar, context and structure)
• Excellent interpersonal and communication skills, both written and spoken

OTHER:

• This position is based on a 12-month contract with a work week of 35 hours per week
• Willingness to travel Canada-wide for events
• May be required to work nights, weekends, and holidays on occasion
• Follow Naut’sa mawt Tribal Council policies and procedures
• Note: This is a remote position for those located within the Lower Mainland BC or Vancouver Island area. Ability to attend events in person within this area is required.This is a predominantly remote position for those located within the Lower Mainland BC or Vancouver Island area.

Salary: $65,000 annually depending on experience, with comprehensive benefits.