Job Description

Spotlight Events
Job Opportunity: Event Planning Assistant

Part-time, permanent, 8-20 hours per week

This is a part-time permanent position with the potential to grow for the right candidate. Hours will be approximately 8-20 hours per week and will fluctuate based on event projects and demand. The individual must have flexible availability including weekdays, evenings and weekends. They should be goal-oriented, driven, highly self-motivated, and a team player. We currently have several openings for this position.

About the Opportunity

Spotlight Events is an award-winning boutique event planning and design studio based in Port Coquitlam, BC. We create high style experiences for gatherings and celebrations of all sizes. Our team of planners bring a diverse background in the events industry, consisting of specialists in weddings, non-profit galas, fundraisers, conferences, community events, and more. Additionally, we produce several small events of our own each year, including creative workshops and classes, and have plans to expand our suite of events in 2023-2024.

Our team culture is fun, social and dedicated. We work hard to deliver excellence in all our services while also making sure work is fun for everyone. Teamwork is crucial to our success.

Prioritizing flexibility in working conditions, hours and office structure is key to our team culture. We believe in being adaptable to fit work into our team members’ lives and other responsibilities in a way that’s most effective for them. By challenging and re-imagining the traditional work structures, we build an inclusive and diverse workforce, integrating work-life in a healthy way, and empowering our team to reach their goals without sacrificing other life priorities.

We’re seeking an experienced event planner to join our team. If this sounds up your alley, we’d love to hear from you.

Role & Responsibilities

EVENT PLANNING

• Provide event planning support for large event contracts and projects, including attending client meetings and site visits, communicating with vendors/sponsors, coordinating logistics, placing rental orders, drafting event timelines, organizing materials, and more.
• Communicate directly with clients in a professional manner
• Maintain organized client files using Spotlight’s various systems and applications
• Coordinate Spotlight rental orders with customers and manage inventory, including packing, cleaning, restocking, etc.
• Assist with marketing initiatives and projects
• Various office, studio, warehouse, and administrative tasks as assigned
• Attend team meetings as scheduled

Qualifications & Skills

YOUR PROFILE

• Passionate about event planning and the events industry
• Ability to work independently, take initiative, problem solve and be resourceful
• Team player with a positive attitude
• Detail-oriented and extremely organized
• Goal-oriented and self-motivated with a strong drive to succeed
• Creative aptitude and understanding of event trends
• Tech-savvy and able to learn new apps, software and online platforms easily
• Flexible schedule with the ability to work daytime hours Monday to Friday, evenings and weekends
• Able to collaborate effectively with a team using various apps and tools
• Able to provide your own laptop, cell phone, home office/wifi and vehicle for work

SKILLS & EXPERIENCE REQUIRED

• Experience working in events in some capacity
• Highly proficient with G Suite (Gmail, google docs, google calendar, google drive) and MS Office
• Excellent communication skills both written and verbal
• Customer service oriented with excellent people skills and emotional intelligence
• Excellent time management skills and ability to prioritize work effectively and always meet deadlines
• Serving it Right certified

BONUS SKILLS & EXPERIENCE

• Diploma or certificate in hospitality, event management or related field
• Experience working with municipalities and/or not-for-profit organizations
• Graphic design experience
• Experience with any or all of the following online platforms/software: Canva, Asana, 17Hats, Eventbrite, Homebase, Clockify, AllSeated, Social Tables
• FoodSafe Certification

Compensation

Negotiable in the range of $20-$30 per hour based on experience, plus opportunity for commission and bonuses.

To Apply

Please email your resume and brief cover letter to hello@spotlightevents.ca with subject line: “Application for Event Planning Assistant.” In the body of the email, we’d love to hear why you’re interested in this opportunity, plus a bit about your personality, hobbies, interests, something you’re proud of, or anything else fun that you want to share!

This posting will remain open until the right candidate is found. Please note, we will only be able to respond to candidates selected for an interview. Thank you!

Job Types: Part-time, Permanent
Part-time hours: 20 per week

Salary: $20.00-$30.00 per hour

Benefits:

• Casual dress
• Company events
• Flexible schedule
• On-site parking
• Work from home

Flexible Language Requirement:

• French not required

Schedule:

• Monday to Friday
• Weekend availability

Supplemental pay types:

• Overtime pay

Ability to commute/relocate:

• Port Coquitlam, BC: reliably commute or plan to relocate before starting work (required)

Work Location: In person

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