EVENTS COORDINATOR

Canadian Bar Association is the leading professional association for lawyers, judges and law students with 40,000 members nationally, including 8,000 here in BC. We are the essential ally and advocate of lawyers, providing professional development and valuable networking opportunities. We serve our members and their interests in advocacy by promoting fair justice systems, facilitating effective law reform, promoting equality in the legal profession, and promoting a modernized self-governing profession. Learn more at cbabc.org.

Come join our team of passionate and energetic individuals who are committed to serving our members and supporting our volunteers. If you like a fast-paced environment and a variety of projects, this could be the place for you.

CBABC is located in downtown Vancouver, close to all transit routes ending at Waterfront Station.

POSITION OVERVIEW

Reporting to the Manager, Conferences & Events (MCE), the Events Coordinator is responsible for planning, organizing, and on-site execution of a variety of significant community-building events including dinners and receptions, and support for some professional development programs.

The ideal candidate is detail-oriented, highly organized, and capable of managing multiple projects with precision and professionalism. This position is responsible for providing exceptional customer service to CBABC's members, volunteers, and the legal community.

In addition to PD & Events Team, the Events Coordinator works closely with the Member Services, Marketing & Communication and Finance teams.

KEY RESPONSIBILITIES

Events Management

• Leads all elements of event preparation, implementation and reporting, including creating event briefs, workback plans, run-of-show, speaking notes, registration tracking, post-event evaluations, periodic status reports to stakeholders, and financial reconciliation.

• Researches and analyzes participant and volunteer needs before advising on all aspects of the event plan.

• Liaises with volunteers, vendors, venues, speakers and sponsors to ensure all logistical aspects of each event are managed effectively and within budget.

• Ensures compliance with insurance, legal, health and safety obligations, by identifying and mitigating situations that might arise and providing solutions.

• Arranges catering and venue set-up, accommodating dietary restrictions, technical/AV set-up and accessibility and inclusion as necessary.

• Provides the on-site execution of events, ensuring everything runs smoothly from setup to teardown.

• Liaises with external organizations whose events are supported by or co-hosted with CBABC.

Financial Management

• Develops detailed budgets for events with surplus/deficit/break even numbers for approval by the MCE and Directors.

• Negotiates contracts with suppliers and venues for sign-off by the MCE and CEO.

• Processes all expenses and revenue with appropriate coding, track forecasts and actuals against budget and report regularly on variances.

• Collaborates and create business relationships with vendors and venues to provide best and cost-effective services.

Logistics Execution

• Setups event and registration systems for each event and manage/monitor participant registration.

• Prepares and distribute event notices, materials and surveys to registrants.

• Coordinates speaker and guest travel and accommodation when required.

• With support from Member Services Assistant, prepares nametags, signage and other event materials required prior to event as well as arranging gifts or charitable donations as applicable,

Member Services Support

• Provides support to the MCE for conferences as applicable.

• Receives and responds to phone/email member inquiries about Member Services, events, membership and issues, assists members directly with queries, or redirects to the appropriate contact within the branch.

• Collaborates with other CBABC departments on specific events as directed by the MCE.

EXPERIENCE AND QUALIFICATIONS

• 2+ years of experience in event planning or coordination, preferably within a professional association or legal environment.

• Certificate in Event Management or related work experience

• Good understanding of office administration, accounting (including budget management), and data management

• Advanced knowledge of MS Office, Adobe, and database management/registration software

• Advanced knowledge of HTML coding is an asset

• Superior proficiency in the use of audio-visual equipment such as LCD projectors, basic audio mixers and microphones, and comfort with troubleshooting when things go wrong would be an asset.

• Excellent customer service, effective and respectful communication, and successful volunteer management skills, attitude and abilities.

• Strong organizational and project management skills with keen attention to detail.

• Ability to manage multiple concurrent projects under tight deadlines.

• Able to work independently, and to work well with others in teams.

• Very adaptable, flexible, and ability to work well under pressure.

SALARY RANGE: $49,000 - $59,000

OUR COMMITMENT: 

CBABC is committed to supporting an inclusive work environment. We welcome applications from members identifying with any group including visible minorities, Indigenous Peoples, people living with a disability, people of diverse sexual orientation, gender identity or expression (2SLGBTQ+), and others. Qualified applicants from under-represented groups are encouraged to apply and to indicate in your cover letter if you belong to one of the designated groups.

We want to ensure the application process enables you to share your experience, skills and abilities. As such, you are invited to reach out to us, confidentially, if you face any barriers to participating in this application process. Contacting us will not impact the evaluation of your application.

Qualified applicants should submit their cover letter and resumé to [email protected]

We thank all applicants for their interest; however, only applicants selected for an interview will be contacted.

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