Events Coordinator

Haisla Nation•Area C (Butedale/Kitlope/Kitsumkalum), BC

111d•Onsite

About The Position

The Haisla Nation is seeking an Events Coordinator to plan and coordinate meetings, community, and organizational events of varying size and scope. This role involves collaborating with Haisla Nation departments on event initiatives, managing all event logistics, and ensuring events meet their objectives. The coordinator will also handle administrative duties related to events, including managing invitations, supplies, and vendor relations.

Requirements

Post-secondary diploma (1–3 years) in Event Management, Community Development, Communications, or a related field; or an equivalent combination of education and experience.
Proficiency in Microsoft Office (Excel, Work, Power Point) and Adobe.
Strong organizational, time-management, and attention-to-detail skills.
Strong interpersonal, communication, and presentation skills with the ability to professionally connect with and influence a diverse group of individuals.
Ability to meet intensive and changing deadlines.
Experience working for an Indigenous government or organization.
Experience working in Indigenous communities.
Ability to work independently and as part of a team.
Must be able to lift a minimum of 50 lbs.

Nice To Haves

A Business Technology Certification, or equivalent, is also considered an asset.
Valid BC Driver’s License and own vehicle is an asset.
Satisfactory completion of criminal records check (with vulnerable sector screening if relevant).

Responsibilities

Plan and coordinate meetings, community and organizational events of varying size and scope.
Take a proactive approach to collaborating with Haisla Nation departments on various event initiatives.
Coordinate all event logistics, including venue bookings, invitations, catering, room setup/cleanup.
Develop a clear understanding of event objectives, requirements, and expectations.
Meet with employees, departments, committees, organizations, and executives to plan event details such as format, scope, budget, logistics, and special requirements.
Negotiate contracts with venues, caterers, hospitality staff, and other vendors while meeting budget targets.
Work collaboratively with the Communications department to promote events and maximize attendance.
Collect feedback from clients, attendees, and internal teams to evaluate event success when required.
Coordinate and move required items for events that includes boxed supplies, signage and various sizes of equipment.
Provide on-site, day-of-event support, including: Coordinating setup and operation of equipment (microphones, laptops, projectors, etc.), Liaising with caterers and venue staff, Occasionally speaking or making announcements during events.
Provide administrative support to internal programs and committees as required.
Respond to public inquiries related to Nation hosted events and general Events administration.
Complete administrative tasks for, but not limited to, creating purchase orders, invoicing vendors, ordering supplies, photocopying, ensuring budgets are followed, maintaining a master list of all Nation hosted events and a vendor master list.
Manage the distribution of event invitations and materials to Haisla Nation members, including mail-outs.
Order, track, and manage inventory of Haisla gifts and merchandise.
Manage and track events inventory of supplies.
Review/action all catering requests received via a ticketing system.
Coordinate delivery of cards and flowers for bereaved families, unwell employees, and those on extended medical leave.
Perform other related duties as assigned by the Manager, Communications & Events.
Travel to event locations will be required.