POSITION DESCRIPTION

Ministry of Attorney General BC Liquor Distribution Branch

POSITION TITLE: / Special Events Coordinator / POSITION
NUMBER(S): / SO4460
DIVISION:
(e.g., Division, Region, Department) / Retail Operations
UNIT:
(e.g., Branch, Area, District) / Marketing /

LOCATION:

/ Vancouver
APPROVED CLASSIFICATION / Clerk R14 / CLASS CODE
SUPERVISOR’S TITLE: / Marketing & Social Responsibility Manager / POSITION
NUMBER / SO4100
SUPERVISOR’S CLASSIFICATION: / Administrative Officer 24 / PHONE NUMBER:

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PROGRAM

The Liquor Distribution Branch (LDB) is one of the largest distributors and retailers of beverage alcohol in Canada, generating a net income of approximately $1.03 billion on annual sales of approximately $3.16 billion in fiscal 2015/16. LDB has a workforce of approximately 4,000 full and part-time employees, operates 198 retail stores across the province, oversees the operations of approximately 220 Rural Agency Stores and has the role of wholesaler to approximately 700 private liquor retail outlets and 10,000 licensed establishments.
The LDB is a unique government entity that operates with similar independence to a Crown Corporation under the direction of a General Manager and CEO.

PURPOSE OF POSITION

The Special Events Coordinator develops and coordinates complex special events, PR launches and product releases for Signature Stores and the 39th & Cambie Demonstration Kitchen facility that increase brand awareness, with the overall goal to increase revenue for new and existing products.
This position is responsible for monitoring of industry retail promotions, newsworthy articles and local and seasonal events to identify new and significant promotional opportunities for the BCLS. Collaborates with the Merchandising team, industry representatives, chefs, authors and media personalities to develop program details, event communications and support. Maintains and updates an events calendar, for internal and external publication, writes event communications for (LDB) communications department, web-site and Taste magazine. Liaises with store staff and managers to ensure event implementation and success. Analyses productivity and performance of each event and recommends improvements.

NATURE OF WORK AND POSITION LINKS

The position functions in an empowered, dynamic marketing environment, with an emphasis on awareness of external social events, local festivals, food & beverage personalities, and other related associations and functions. Priorities are continuous and changing, requiring the incumbent to excel under pressure and with minimal direction. Planning events, PR launches, logistics, develop communications plan, brief creative requirements as necessary, liaise with stores and industry representatives to ensure events obtain full potential.
Position Links include:
·  Liaise with Category Managers, Store Managers and designates – incorporates merchandising and store operations strategies and objectives into marketing and PR events; communicates event details, provides direction of implementation for product and space to maximize and enhance customer experience
·  Liaise with Marketing team – ensures creative themes and designs are consistently applied across all marketing media and events
·  Liaise with suppliers/agents, Trade Consulates, media personalities, external partners, chefs, authors – soliciting participation and compiling event details, communicating (BC Liquor Stores) policy and protocol for events in stores
·  Liaise with Industry Representatives and Associations – to gather information and communicate details
·  Liaise with service providers, florists, media AV, printers, rental companies, airlines, hotels – to ensure event needs and success

SPECIFIC ACCOUNTABILITIES / DELIVERABLES

·  Develops marketing and PR event plans that support merchandising and store operations strategies and objectives; maintains calendar of events, drafts and edits event calendar details for the website and TASTE magazine; provides timely communications to Store Managers, designates and external partners for all the events, details and timelines.
·  Identifies event opportunities, solicits industry participation, coordinates all event details; sources services, signage, product, entertainment and food component - for three to four events per week. Evaluates event effectiveness to help ensure business objectives are met.
·  Provides expertise, advice and assistance to ensure appropriateness of materials and event implementation and ensures LDB policy is maintained. Gives direction for product and spacing to maximize customer experience.
·  Coordinates internal/external educational and tasting events for Category Managers, Product Consultants, VQA Advocates, and store staff.
·  Monitors transit ticket vouchers for “Get Home Safe” program, maintains a data-base of all events and number of transit tickets offered to support each event. Organizes and schedules volunteers for the Vancouver Playhouse International Wine Festival “Get Home Safe” booth and is supervisor of the booth.
·  Performs other duties as required.

FINANCIAL RESPONSIBILITY

Negotiates prices for goods and services as needed. Verifies expenditures relating to Special Events for payment. Has a branch purchasing card with $10,000 limit to purchase and services.

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DIRECT SUPERVISION (i.e., responsibility for signing the employee appraisal form)

Role / # of Regular FTE’s / # of Auxiliary FTE’s
Directly supervises staff
Supervises staff through subordinate supervisors

PROJECT /TEAM LEADERSHIP OR TRAINING (Check the appropriate boxes)

Role / # of FTE’s / Role / # of FTE’s
Supervises students or volunteers T / 3 / Provides formal training to other staff
Lead project teams T / 3 / Assigns, monitors and examines the work of staff T / varies

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SPECIAL REQUIREMENTS

Valid BC Driver’s Licence.

TOOLS / EQUIPMENT

Computer and electronic communications tools.

WORKING CONDITIONS

Standard office environment.
Will be working at different venues on a regular (weekly) basis.
May occasionally require overnight travel within the province of BC.
May be required to work extended hours on an occasional basis.

WORK EXAMPLES

Coordinates three to four Special Events per week, three months in advance; for additional examples refer to Specific Accountabilities/Deliverables and nature of Work/Position Links.

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PREPARED BY

NAME:
Lavaughn Larson / DATE:
November 8, 2017

EXCLUDED MANAGER AUTHORIZATION

I confirm that:
1. the accountabilities / deliverables were assigned to this position effective: November 8, 2017.
2.  the information in this position description reflects the actual work performed.
3.  a copy has / will be provided to the incumbent(s).
NAME: / SIGNATURE: / DATE:

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ORGANIZATION CHART

STAFFING CRITERIA

Education and Experience:
Minimum of two years recent related experience in managing and coordinating special events, communications, public relations, or related field OR an equivalent combination of education, training and experience.
Extensive experience identifying promotional event opportunities and solicitation of industry and/or sponsorship participation.
Knowledge:
Demonstrated knowledge of events coordination.
Skills & Abilities:
Ability to present and engage participants at events.
Demonstrated ability to interact with others in person, and over the telephone in a positive and professional manner.
Demonstrated ability to manage multiple and/or conflicting priorities while achieving assigned tasks and maintaining positive and effective relationships with others.
Strong skills in MS Office (Word, Excel, Outlook, PowerPoint) and other data base applications.

COMPETENCIES

Results Orientation is a concern for surpassing a standard of excellence. The standard may be one’s own past performance (striving for improvement); an objective measure (achievement orientation); challenging goals that one has set; or even improving or surpassing what has already been done (continuous improvement).
Service Orientation implies a desire to identify and serve customers/clients, who may include the public, colleagues, partners (e.g. educational institutes, non-government organizations, etc.), co-workers, peers, branches, ministries/agencies and other government organizations. It means focusing one’s efforts on discovering and meeting the needs of the customer/client.
Teamwork and Cooperation is the ability to work cooperatively within diverse teams, work groups and across the organization to achieve group and organizational goals.
Planning, Organizing and Coordinating involves proactively planning, establishing priorities and allocating resources. It is expressed by developing and implementing increasingly complex plans. It also involves monitoring and adjusting work to accomplish goals and deliver to the organization’s mandate.
Impact and Influence is the ability to influence, persuade, or convince others to adopt a specific course of action. It involves the use of persuasive techniques, presentations or negotiation skills to achieve desired results.
Concern for Order reflects an underlying drive to reduce uncertainty in the surrounding environment. It is expressed as monitoring and checking work or information, insisting on clarity of roles and functions, etc.
Concern for Image Impact is an awareness of how one’s self, one’s role and the organization are seen by others. The highest level of this competency involves an awareness of, and preference for, respect for the organization by the community.

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