Position Title

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EVENTS ADMINISTRATOR

Department

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OMNIPLEX/MACKENZIE CONFERENCE CENTRE

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Reporting To

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OMNIPLEX MANAGER

Level / Grade

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Full Time Permanent

Part-Time Temporary

Contract Casual

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Closing Date

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January 29, 2016

General Description
As an Events Administrator you will ensure the smooth delivery of events, including all the coordination of tasks, audio-visual technical needs, set up and take down requirements of an event, liaise with renters, organizers and performances or speakers. You will also ensure that the MacKenzie Centre/Omniplex continues to provide the highest standards of service excellence and a safe and secure environment for our renters and staff.
Events can vary in size and complexity therefore it is essential that you have the ability to respond to the needs of customers with courtesy, warmth and a genuine desire to give a quality service. You will listen actively and communicate clearly, and be able to make quick calm decisions using sound judgement. Self-motivation, flexibility, independent thinking and previous customer service experience are essential.
*NOTE: This is a temporary, one-year maternity leave position offering a minimum of 20 hours per week. Hours may increase as necessary based on number of events requiring planning and administration.
Duties and Responsibilities
Responsibilities will include, but are not limited to:
  • Design, arrange and coordinate events at the Omniplex and MacKenzie Conference Centre (jointly referred to hereafter as the “facility”)
  • Perform a broad range of supervisory responsibilities over others
  • Take booking inquiries and rental questions from the public for the facility
  • Communicate with clients to clarify needs and to make recommendations for event setup
  • Prepare, distribute and monitor event budgets
  • Plan details of setup for bookings such as meetings, conferences, exhibitions and events
  • Demonstrate continuous effort to improve operations, decrease turnaround times, streamline work processes and work cooperatively to provide seamless customer service
  • Provide support to management relating to events and management of the facility
  • Design, coordinate and distribute marketing materials and information, and build community and public awareness of events for the facility
  • Work closely with other departments to promote and coordinate events in the Town
  • Respond to enquiries from the public about events, including assisting with media requests
  • Selecting, negotiating and liaising with a variety of multimedia and special event vendors in the process of event planning and communication to the public
  • Coordinate equipment rentals and keep records of such rentals for the facility
  • Initiate, encourage and coordinate volunteers for special events
  • Coordinate guest lists, food service arrangements, menu planning, decorative and table setup where required and based on event type
  • In conjunction with the Senior Administrative Assistant:
  • Maintain records and distribute sponsorship letters for public skating
  • Ensure sponsors are invoiced, user groups are paid and sponsor information is kept up-to-date
  • Keep track of, and when necessary, order uniforms for facility employees
  • Other duties as assigned

Qualifications
  • Post-secondary diploma in Event Planning, Marketing, Public or Community Relations or related field required
  • Ability to work independently, utilize innovative thinking and creative problem solving
  • Project management, organizational and time management skills with a strong attention to detail
  • Solid interpersonal and customer service skills with a positive and approachable attitude
  • Excellent telephone etiquette and written/verbal communication skills
  • Computer competency in the Microsoft Office suite of products including Outlook, Word, Excel, Publisher and Power Point

Experience
  • Minimum 2 years of experience in special events planning, including expertise in attracting sponsorships, implementing promotion plans and print production
  • Experience working with community organizations, volunteers and managing, supervising and providing orientation individuals to work at events
  • Marketing and media relations experience is an asset

Special Requirements
  • Days and hours of work assigned to this position may be adjusted to accommodate events
  • Willingness to attend training sessions as required by the employer
  • Willingness to work weekends and unscheduled hours during emergencies

Salary / Benefits
The Town of Drayton Valley offers competitive compensation and benefits commensurate with education and experience as per our collective agreement
Additional Information
Please submit a cover letter outlining your skills and experience along with your resume in confidence to:
Human Resources
Town of Drayton Valley
Box 6837
Drayton Valley, AB, T7A 1A1
Fax: (780)542-5753
Email:
Internal deadline to apply is no later than 4:30 pm on Friday, January 29, 2015.

We thank all applicants for their interest. However, only those selected for an interview will be contacted. All information collected for the above offer of employment is done under the provision of the Freedom of Information and the Protection of Privacy legislation and will be used only for the evaluation of candidates.

5120 – 52nd Street, Box 6837, Drayton Valley, AB, T7A 1A1

Tel. (780) 514 2200 Fax. (780) 542 5753

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