Events & Communications Coordinator

[PDF]Events & Communications Coordinator -

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Medicine Hat & District Chamber of Commerce (Herein referred to as “the Chamber”)

Position Title: Events & Communications Coordinator Position Function: The Events & Communications Coordinator serves all primary functions of event planning and communication for the Chamber and its members. The Events & Communications Coordinator is responsible for the planning, coordination and implementation of all Chamber events and the coordination, compilation and distribution of communication and media to assist in achieving the overall financial and administrative objectives of the Chamber. In addition the Events & Communications Coordinator will assist in developing relationships and maintaining current relationships and partnerships with key stakeholders to collaborate on potential collective efforts to advance the vision and mission of the Chamber. Working Relationships: The Events & Communications Coordinator reports directly to the Executive Director and is responsible to the needs of the membership, the Chamber and the business community. Primary Duties and Responsibilities: The Events & Communications Coordinator performs the following: Event Management & Planning -

Develop, plan and implement events which incorporate the goals and objectives that work towards the strategic direction of the Chamber Determine financial and administrative feasibility of events Present proposals for any major event undertakings with revenue, expense and projected net income for the proposed event when necessary Assist the Membership Services Coordinator in coordinating member recognition programs Develop a sponsorship program including sponsorship levels, criteria and recognition Solicit and secure sponsorship necessary for events that require sponsorship Meet with sponsors and organizing committees to plan scope and format of events, to establish and monitor budgets and to review administrative procedures and progress of events Coordinate speakers for events and make arrangements for any necessary meals and accommodations Coordinate, schedule and organize services for events including catering, facility rental, signage, displays, audio-visual equipment, printing, and other necessary needs Prepare marketing and promotional material for events and publicize events in accordance with the approved budget Organize registration of event participants Attend events and assist with the facilitation of operations at the event to ensure assigned aspects of events are implemented and controlled according to plans Maintain a record of event activities, progress and/or status Coordinates events with activities of other staff to ensure optimum efficiency and compliance Keep records and produce reports showing the results of events i.e. attendance, revenue, expenses, and feasibility Participate in all events and activities as appropriate Maintain all event calendars and update as necessary Communicate the calendar of event activities to the Executive Director and to all staff departments Ensure compliance with required municipal by-laws, if and when necessary Coordinate and supervise staff and/or volunteers for events


Secure any necessary funding for temporary or seasonal staffing related to event or special project assistance Prepare job posting information and coordinate advertising for any temporary or seasonal staffing related to event or special project assistance Evaluate resumes for and assist with job interviews for the selection process for any temporary or seasonal staffing related to event or special project assistance

Communication and Media Relations -



Develop, implement and evaluate communications strategies and programs designed to inform members and the general public of initiatives and policies of the Chamber and other organizations Gather, research, prepare, create, proof and implement communication material including brochures, press releases, power point presentations, website information, newsletters, and newspaper content and other materials as required Act as liaison for the e-newsletter to ensure deadlines and schedules are met internally and externally Maintain quality control on communication materials Market and sell e-newsletter advertising Ensure that all communication sources are up to date and relevant including website, e-newsletter, brochures and any other relevant material Organize the distribution of Chamber communication and correspondence Ensure twitter updates and Facebook postings are completed on a daily basis Maintain email contact groups and ensure they are up to date i.e. Media Ensure that all staff are informed about, understand and are compliant with the Canadian Anti-Spam Legislation Ensure that the website is maintained and up to date and that privacy and confidentiality is adhered to Assist the Membership Services Coordinator in member market research and surveys within the Chamber to assist in analyzing areas of member benefit analysis, member satisfaction, member needs assessment and competition analysis to ensure that we are in line with conduct, programs, and benefits Monitor the day-to-day communication strategy of the Chamber to maintain or improve quality of outgoing communication Ensure we are effectively communicating with our members and providing efficient and adequate delivery of information Establish and maintain a communication schedule to ensure we are in touch with our members Evaluate new and innovative ways of communicating to our membership Assist in ensuring database is up to date by providing information to Membership Services Coordinator when necessary Ensure that the communication circulated by the Chamber adheres to and communicates the Chamber’s mission and reflects the priorities of the Board Assist in marketing various aspects of the Chamber to the membership, stakeholders, business community and general public to keep them informed of the work of the Chamber Initiate and maintain contact with the media Arrange interviews and news conferences when necessary

Financial Planning -

Work with the Executive Director to prepare budgets in relation to Small Business Week, Annual General Meetings, Special Events, Business Builders and Communications related revenue and expenses To be responsible to the approved budget and authorize purchase orders and reimbursements related to the Events & Communications Coordinator budgets Maintain budgetary control for projects Provide the Executive Director with proposed event admission changes Assist the Executive Director in reviewing and presenting new ad rates each year Assist the Executive Director in the tendering process of all communication material when necessary Assist the Executive Director in determining financial feasibility of communication material and evaluate possible changes when necessary Present any additional revenue related options or potential added expenses for consideration and assessment by the Executive Director

Office Communication and Workflow -


Maintain regular contact with the Membership Services Coordinator to provide information on events and communication that relate to membership services Participate in inter-office meetings Maintain a calendar of meetings and holidays and notify the Executive Director Remain current with Chamber policies and procedures Update the Executive Director of progress as well as recommend any improvements, changes, concerns or issues related to events, communication or other general issues within the organization Assist in ensuring that the events and communications of the Chamber meets the expectations of its members Set workflow priorities in accordance with the overall responsibilities of the position Respond promptly to inquiries from members, potential members, stakeholders, community partners, executive officers, Board of Directors, executive director and the general public and other industry bodies by phone, email or written correspondence and follow up within an appropriate timeframe Perform other duties as required and directed

Risk management -

Assess potential threats to the Chamber’s image Provide regular, reliable and comparable reports on the Chamber’s events, communications and Alberta Tourism Parks & Recreation contract

Overall Objectives and Goals It is imperative that the Events & Communications Coordinator coordinate and implement timely, relevant and business related events that focus on the overall mission of the Chamber. Additionally, the Events & Communications Coordinator plays a key role in auditing communication strategies to determine feasibility and to implement new strategies if and when required. The Events & Communication Coordinator is responsible for improving the overall communication of the Chamber in visual and content related aspects, including, but not limited to the publications, press releases, social media and website. The Events & Communications Coordinator is responsible for the coordination and production of the weekly VOICE e-newsletter and for the coordination of e-newsletter sales and contracts. The Events & Communications Coordinator must strive to meet the budget on a year-to-year basis with the goal of exceeding the budget when able.

Qualifications Education -

A business administration, marketing, communications or public relations degree or diploma or equivalent qualification in a related program Equivalent experience in a related organization or field of work

Professional designation •

Not required

Knowledge, skills and abilities -

Knowledge of general office practices, administration and marketing Ability to establish and maintain good working relationships with other staff, board, members, committees, volunteers and community partners Skilled in customer service, event planning and communication practices Knowledge of proposal submission and contract administration Knowledge of supervisory principles and Employment Standards Code Skilled in public relations and handling complaints Ability to operate office equipment i.e. printers, copiers, scanners, fax, postage machine, cash registers and POS terminals Good organizational, written and verbal skills Ability to multi-task and meet deadlines


Knowledge of current community challenges and opportunities relating to the mission of the organization Understanding of the functions and purpose of Chambers of Commerce

Proficiency in the use of computers for: -

Microsoft Office Applications: Word, Excel, Outlook, PowerPoint Database Management (ChamberMaster/MicroNet) Internet Applications Design & Marketing (Corel or Adobe) Social Media (Twitter, YouTube, Vimeo, Constant Contact, Facebook) Website Design

Personal characteristics -

The Events & Communications Coordinator should demonstrate competence in some or all of the following:


Adaptability: Demonstrate a willingness to be flexible, versatile and/or tolerant in a changing work environment while maintaining effectiveness and efficiency. Behave Ethically: Understand ethical behaviour and business practices and ensure behaviour is consistent with these standards and aligns with the values of the Chamber. Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the Chamber. Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques. Creativity/Innovation: Develop new and unique ways to improve events and communications and to create new strategies to improve upon current practices. Focus on Business Needs: Anticipate, understand, and respond to the needs of the business community and meet or exceed their expectations within the Chamber’s parameters. Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance the Chamber’s effectiveness. Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the Chamber. Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities. Plan: Assist in determining strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results. Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem. Think Strategically: Assess options and actions based on trends and conditions in the environment, and the vision and values of the Chamber.


Experience Four or more years experience in a not-for-profit organization or experience in administrative, marketing, communication, public relations or similar positions and a minimum of four years in event management and planning. Working Conditions The Events & Communications Coordinator usually works in an office environment, but the mission of the organization may sometimes take them to non standard workplaces. The Events & Communications Coordinator works a standard work week of 5 days/week, 37.5 hrs/week, but additionally may be required to work evenings, weekends, and overtime hours to accommodate events and activities and represent the organization at public events.

Benchmark NOC: 1226 & 5124