Events & Volunteer Manager

Job Description Title: Events and Volunteer Manager

Reports to: Director of Development & Community Relations

Start Date: As soon as possible

Reporting to the Director of Development & Community Relations, the Event & Volunteer Manager will provide leadership in the coordination, implementation, and evaluation of all Meadowridge school events and volunteer engagements. Working with staff and community members, the Event & Volunteer Manager is the principal conduit by which all event planning and related communications are handled. This person should have a love for event management, provide outstanding customer service, be an enthusiastic professional and be able to build relationships.

 

Duties and Responsibilities

Event Management

• Collaborate with various departments and people in the school and community, to support the overall mission, vision, and strategic direction through various school events and initiatives.
• Create a high quality guest experience through attention to detail, strong organizational skills, creative thinking, and a passion for events.
• Lead the development of new events, and maintains, organizes and coordinates existing events from concept to completion, ensuring they operate smoothly, efficiently, and generate maximum revenue and exposure. Existing events include but are not limited to the Welcome Back Picnic, Head Socials, Diwali, Giving Day, Alumni Home for the Holidays, Chinese Lunar New Year, Gala, Information Sessions, Volunteer Appreciation, Golf Tournament, and Eid Mubarak.
• Collaborate with various school departments and community members to create and implement event specific communication strategies, plans and programs including goals and objectives and means to achieve them.
• Coordinate school events through event planning processes, committee meetings, assisting the marketing team with strategic event promotion and marketing, securing event materials, as well as directing all logistics and flow of the event.
• Manage RFP solicitation process for logistic vendors and suppliers. Secures all required contracts, invoices, proof of insurance and other documentation as needed.
• Provide leadership and oversight to other members involved in the event with the ability to delegate and supervise responsibilities related to event execution.
• Implement organizational tools such as production timelines, contact lists, and on-site deliverables schedule.
• Maintain a calendar of internal as well as local community events (must stay in the know of other local community events and industry trends).
• Provide event feedback including timely thank you communications, sharing post event recap with team, ensure invoices are processed, and budget is reconciled.
• Maintain accurate and up-to-date records and files for all event management projects.
• Liase with the Data & Operations Specialist in the Advancement Office to maintain event and volunteer data in the Raiser’s Edge database.
• Actively participate on staff and school committees as necessary and as appropriate.

Volunteer Management

• Manage all aspects of volunteer committees and volunteer coordination, including but not limited to, staffing, recruitment, supervision, training, and acknowledgement.
• Build relationships with volunteers and other constituents through face-to-face meetings and events.
• Manage and supervise event volunteers and contractors.

Other duties as assigned

 Qualifications and Experience

• Post-secondary degree in a related field preferred.
• Minimum of 5 years' experience in event and volunteer management, preferably in the not-for-profit sector.
• Knowledge of the events industry.
• Experience with, or the ability to learn, basic audio/visual equipment operation.
• Experience with the Raiser's Edge database is considered an asset.
• Valid BC driver's license and willingness to travel locally.
• Flexibility to work additional hours as required.

Skills and Attributes

• Demonstrated ability to manage multiple priorities accurately while working under pressure and maintaining strong attention to detail.
• Outcome-driven with a strong customer service focus.
• Comfortable supporting development and fundraising initiatives by building and maintaining positive relationships with supporters and volunteers.
• Excellent written, verbal, presentation, and interpersonal communication skills.
• Ability to work independently while managing several concurrent projects.
• Outstanding work ethic, initiative, and accountability.
• Highly organized, enthusiastic, innovative, and adaptable, with the ability to thrive in an open team environment, manage ambiguity, and meet tight deadlines.
• Proactive in initiating and completing processes that achieve new, unique, or challenging objectives.
• Goal-oriented with a demonstrated ability to improve organizational effectiveness.

We offer a comprehensive benefit plan including:

• Extended Health and Dental
• RRSP Matching Program
  
• Employee and Family Assistance Program
• Wellness Program including an annual allowance
• Access to the schools fitness centre and gym
• Acres of forest and trails to explore in
• Social Events and staff lunches
  

We are committed to fostering an inclusive and diverse workplace that values and celebrates individuals from all backgrounds, including BIPOC (Black, Indigenous, and People of Color), persons with disabilities,
and LGBTQ2S+ (persons of all sexual orientations and genders). We encourage candidates from underrepresented communities to apply, as we believe in equal opportunities and diverse perspectives.

We are dedicated to providing accommodations throughout the hiring process and during employment for individuals with disabilities, ensuring an accessible and inclusive environment for all. If you require accommodations during the application process, please email employment@meadowridge.bc.ca  

Meadowridge School acknowledges it is located on the ancestral, unceded territory of the Katzie, the Kwantlen, and Coast Salish Peoples. We value the opportunity to learn, live, play, and share educational experiences on this traditional land. Meadowridge School is committed to building strong meaningful relationships and positive partnerships with all the traditional keepers and stewards of this land.

We thank all for applying, however, only those selected for an interview will be contacted.  This position will remain open until filled