Events Assistant

Williams Lake First Nation•Williams Lake, BC

1d•CA$20 - CA$24•Onsite

About The Position

The Events Assistant works with the Events Manager to produce Williams Lake First Nation (WLFN) events for the community and staff from conception through to completion. The Events Assistant will provide outstanding customer service and organize events that meet quality expectations.

Requirements

Graduation from High School Grade 12 or equivalency.
Minimum 1-2 years of administrative, clerical or coordination experience.
Experience working in a fast-paced.
Knowledge of Williams Lake First Nation community, traditions, teachings, culture, protocols.
Knowledge of Microsoft Office software at an intermediate/advanced.
Excellent customer service skills.
Outstanding written and verbal communication skills.
Ability to handle conflict calmly and professionally.
Detail-oriented and reliable with strong time-management skills.
Have an eye for detail and makes sure everything goes smoothly.
Ability to establish and maintain an effective working relationship with the WLFN members and staff.
Ability to gain community participation in programs and events.
Strong interpersonal skills, very good judgment, and strong initiative.
Ability to recognize opportunities for improvement and efficiency.
Operates as part of a team and is flexible about the boundaries and functions of the job.
Maintains professionalism in all circumstances.
Recognizes and respects all cultural diversity and understands the Indigenous culture.

Nice To Haves

Preference will be given to those of Aboriginal Ancestry - per Section 16(1) of the Canadian Human Rights Act.

Responsibilities

Develop a complete understanding of the requirements for every event.
Research vendors and choose based on their creativity, quality, and cost.
Work with the Events Manager to discuss the event, what they’re looking for, and set expectations.
Assist with event preparation and set-up through teardown to ensure adherence to planned format, compliance with regulations, cooperation between vendors, resolution of issues, and overall satisfaction of participants and sponsors.
Communicate with departmental event organizers about any updates and concerns and arrange details.
Solve problems that may arise during events.
Coordinate evaluation of events through guest feedback and suggest proper changes.
Perform post-event tasks promptly, such as meeting with vendors and target audiences to ensure satisfaction, reviewing invoices and bills, approving payments, and documenting issues and resolutions.
Ensure compliance with insurance, legal, health, and safety obligations.
Make sure that attendees enjoy themselves.
Handle day-to-day administration of events and programs, including order placements, vendor monitoring, travel planning, attendee participation, registration counts, RSVP tracking, and issues resolution.
Create and maintain a complete inventory of event resources and supplies.
Create and maintain a list of vendors for catering, DJ, decorations, table, and chair rentals.
Create and maintain a list of donors and sponsors for all events.
Create and maintain a list of special guests.
Maintain the events calendar on the intranet.
Supports the mission, vision, and values of Williams Lake First Nation.
Contributes to the WLFN’s ongoing success by accomplishing other duties as required or assigned.