Events & Communication Specialist

Ingaged Creative Productions Inc. , is an Indigenous-owned and led company looking for an Event and Communication Specialist to enhance our event services and grow our client base. In this role you will promote events, support Indigenous arts and culture, and foster meaningful relationships with a diverse range of creative people, including Indigenous talent, artists, speakers, and workshop leaders. You'll work closely with our Creative Partnerships and Relationships Manager, Lead Event Technologist, and Design Team . This role requires a dedicated and adaptable professional eager to handle the varied demands of a fast-growing company and travel is required.

Employment Type

Full Time

Job Occupation Type

Conference and event planners

Total Positions

1

Wage

$49,000. 00 - $58,000. 00 annually based on experience with bonus opportunities.

Hours/Week

0

Days of Work

Mon, Tue, Wed, Thu, Fri, Sat, Sun

Closing Date / Apply By

7/1/2024

Start Date

7/17/2024

Duties

Key Responsibilities:

Event Planning and Execution:

• Collaborate with clients to understand their event vision, requirements, and goals.

• Ensure seamless execution of events and manage all logistical aspects from setup to post-event audits.

• Conduct pre- and post-event meetings with stakeholders to discuss objectives and outcomes.

Client Support and Service Delivery:

• Cultivate strong relationships with clients by actively listening and providing tailored solutions.

• Conduct site visits and walkthroughs to showcase event spaces and discuss possibilities.

• Provide outstanding customer service to internal and external customers through email, phone, and in-person interactions.

Vendor Coordination:

• Source and manage relationships with vendors such as caterers, decorators, as well as accommodation and entertainment providers

• Negotiate contracts and ensure vendors meet event requirements and quality standards.

• Develop and maintain a vendor, venue and talent database

Budget Management:

• Develop and manage event budgets, ensuring cost-effectiveness and adherence to financial constraints.

• Track expenses and provide regular budget updates to stakeholders.

• Prepare an event plan and budget for each event.

Marketing and Promotion:

• Promote events through multiple channels, including social media, email campaigns, websites, print and other methods.

• Support the development of event standard operating procedures and best practices.

Day-Of Operations & On-Site Coordination:

• Act as day-to-day communicator and ensure all tasks are completed on time and standard.

• Coordinate with Ingaged team to ensure smooth event logistics.

• Manage event process, including final inspections and the coordination of day-of logistics.

• Develop and manage email calendar and audience acquisition strategies.

• Responsible for all aspects of VIP, client, and delegate experiences.

Talent Relations and Cultural Engagement:

• Liaise with cultural experts and guest speakers to ensure that events are culturally sensitive and engaging.

• Develop and maintain relationships with artists and performers, coordinating their involvement in events and ensuring their needs are met.

Sales and Operations Management:

• Oversee the logistical aspects of event operations, including coordinating setups, staging, and seating.

• Coordinate with department leads to manage orders, merchandise and apparel for all events, ensuring timely and accurate delivery and day-of distribution.

Digital and Business Development:

• Implement digital tools and platforms to enhance event experiences and reach broader audiences.

• Initiate and support the exploration of new business opportunities and partnerships to expand the company's event offerings.

Client and Partnership Engagement:

• Build and sustain partnerships with corporate sponsors and community organizations to support event success.

• Handle all communications and negotiations, ensuring alignment with company values and event goals.

Administrative and Flexibility in Role:

• Perform daily administrative tasks such as filing, scanning, and managing communications.

• Adapt to varied job duties and responsibilities as needed, reflecting the dynamic nature of the event industry.

Additional Duties:

• Punctuality, Preparation, Accountability and Initiative are crucial to success in this role, within our team and company.

• Evaluate and improve processes focusing on efficiency, cultural appropriateness, and engaging content/activities.

• Stay updated with the latest event trends and tools.

• Be adaptable and prepared to meet varying needs as projects demand.

• Actively prepare for and participate in team meetings and contribute ideas for improving efficiency.

• Other duties as assigned, reflecting the dynamic nature of our work environment.

• The ability to speak an Indigenous or second Language is considered an asset.

• Perform other duties as requested to support team and company objectives.

Qualifications

Qualifications and Experience:

• Preferred post-secondary education in Event Management, Hospitality, Marketing, or a related field.

• Valid G driver's license with a clean driving record and appropriate insurance.

• Proven experience as an event planner or coordinator with a portfolio of successful events.

• Strong project management skills, capable of managing multiple events simultaneously.

• Exceptional communication and interpersonal abilities, detail-oriented with excellent organizational and problem-solving skills.

• Creative thinker with the ability to innovate and adapt in a dynamic environment.

• Familiarity with Anishinaabe or Canadian First Nations' culture and artwork is an asset.

• Prior experience with social media, Mailchimp, and survey or registration form development is preferred.

• Experience in diverse workplaces or serving diverse audiences, particularly First Nations and not-for-profit organizations.

• Prior experience working in a start-up environment or with transitioning business models is advantageous.

• Two years of management experience supporting a team of up to five is an asset.

• Strong research & analysis capabilities, strategic planning, and development and delivery of creative briefs.

• Ability to develop compelling narratives and present ideas.

• An understanding of media planning best practices.

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