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Event Coordinator

Job IDD2-61-A2-1E-7B-5C
CompanyCanada Running Series
LocationBurnaby
ProvinceBritish Columbia
Date Posted2024-07-29
Posted Until2024-08-28
Job TypeFull-time
Job CategorySports and Recreation
Description
Canada Running Series (CRS) is Canada's premier road race series, offering six annual events nationwide. Our events attract over 50,000 participants annually and raise more than $3 million for hundreds of local charities each year. 

Using innovation and organization as guiding principles, Canada Running Series stages great experiences for runners of all levels, from Canadian Olympians to recreational and charity runners. With a mission of "building community through the sport of running," CRS is committed to making sport part of sustainable communities and the city-building process. 

The Event Coordinator is the foundation of our company. The successful candidate will represent CRS through interactions with our participants, charity partners, volunteers, event staff, and the run community at large both digitally and face-to-face and exude excitement and passion for elevating the event experiences we curate. They will have strong written and oral communication skills, be highly organized, and will act as the face and voice of CRS.  

**We welcome everyone, including all under-represented groups, women, Black and Indigenous People of Colour (BIPOC), other racialized persons and LGBTQ2S+ persons to apply. 

A successful candidate will possess varied skills and experience in: 
Proficiency and strong technological skills for multiple online platforms (Office365, Slack, Asana, Volunteer Local, Freshdesk, and more). 
Strong English language verbal and written communication skills. 
Exceptional organizational, planning, and execution skills. 
Strong interpersonal skills and a passion for helping others and building the communities we run through. 

Key Responsibilities:
The event coordinator will be responsible for various roles on different events. These roles include participant experience, charities, venue, and event staff & volunteer management.

Participant Experience Role:
Responsible for Race Kit Pickup planning, staffing, execution and wrap-up
Responsible for the Race Roster System (Registration & Results) including updating registration form questions, swag, pricing and waivers.
Responsible for recruiting, planning and execution of the Greeter Program.
Responsible for working with the Communications Lead on participant communications. Oversee website and participant newsletter content as it relates to what you get when you register, charity partners, results, and race kit pick up.
Responsible for timing & bibs

Charity Coordinator:
Acts as the liaison between the partner charities and the event including onboarding, setting up fundraising and tax receipts and integrating charities into the event.
Responsible for fundraising wrap-up and fundraising total tracking
Responsible for coordinating all Charity activations on race day (cheer, post-race area, hospitality, awards & volunteering)
Customer Experience Role:

Responsible for responding or redirecting all customer service inquiries that come into the general event inbox within three business days.
Responsible for creating and updating canned responses to improve efficiencies and allow for role sharing within the customer service platform.
Event Team Role:

Responsible for Event Staff planning, application form, EMOS, training, communication, event execution, and wrap-up
Responsible for Event Staff food, radios, credentials, merchandise, etc (as needed)
Recruit, train and plan for Event Staff Check-ins at Events.
Volunteer Role:

Responsible for volunteer planning, recruitment, placement, training, communication, event execution, and wrap-up
Responsible for volunteer supplies, including but not limited to food, busing, merchandise, etc.
Responsible for recruiting, managing, and planning for Volunteer Event Staff

Roles and Responsibilities specific to the Venue Role (Start, Finish Line and Post-Race Area) 

Responsible for permits, planning & executing all aspects of the event venue (start, finish, pre & post-race areas) 
Work with contracted Venue throughout the planning, event day(s) and wrap-up phases. 
Eg. Museum of Vancouver
Responsible for the overall layout, flow & logistics of applicable venue location (Start, Finish or Post-Race). 
Work with Partner Lead to plan the layout & logistics for all partner activations within the venue areas. 
Responsible for working with all suppliers & contractors, providing schedules, maps and detailed instructions. 
Recruit & train event staff for all functional areas of post-race, start & finish line. 
Responsible for the overall load-in & load-out of the post-race area. 
Responsible for ordering post-race food 
Responsible for coordinating any DJs or on-stage entertainment, MCs, logistics & schedule for the "stage" 
Responsible for planning the Awards Ceremony and working with Partnership Lead on guest speakers, prizing and Participant Experience Manager on results and awards layout. 
Responsible for Bag Check planning, event staff recruitment and execution 
Responsible for Parking & "Getting There" coordination and communication 
Responsible for shuttle bus booking and planning at applicable events 

Working Conditions and Expectations:
This is a hybrid role that will usually work 3 days remote and 2 days in person work in the Burnaby, BC office. In person commitment will increase in peak season (June and September) to up to 5 days per week in the office.
Weekend work is expected as required for Vancouver events and occasional travel to Toronto events is required.

Experience: 
Event Planning/Project Management: 1 - 2 years (Preferred) 
Volunteer Coordination experience is an asset   

Education: 
Bachelor's Degree or College Diploma in Marketing, Communications, Business Administration, Event Planning (Preferred), or Volunteer Management (Preferred) 

Steps to Interview:
First Interview with Race Director (West) and Community & Stakeholder Specialist
2nd Interview with Race Director (West) and National Event Director
Interviews will be done remotely, using the Zoom platform

Position Employment Details:
Term: the start date for this position is September 2024

Employment type: Full-time, permanent

Department: Operations

Event Focus: Vancouver
Start DateSeptember 2024
Salary$53,000 - $60,000 per year
LanguagesEnglish
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