Client Relations and Communication:
Position Summary:
The Event Administrator plays a key role in supporting event operations by managing client interactions, managing administrative processes, and ensuring smooth execution of events. This position serves as a liaison between clients, the events team, and vendors, while also handling financial and operational responsibilities to maintain high standards of service and efficiency.
Key Responsibilities:
- Provide professional and consistent communication with clients, starting with handling tours, bookings, general inquiries, and attending client meetings.
- Conduct follow-ups with clients, including addressing lost inquiries, sending appreciation cards, and gathering testimonials.
- Act as the primary point of contact for on-the-ground updates during events, communicating with the Event Manager as needed.
Event Coordination and Execution:
- Create event binders with general information and detailed timelines, ensuring events are executed using tools like Event Temple, All-seated/Prismm, and Google Docs.
- Maintain a high standard for event procedures, ensuring accuracy and timeliness.
Administrative and Financial Duties:
- Manage weekly invoicing for clients, collect payments, and ensure 75% of the event bill is collected at least 30 days prior to the event.
- Finalize closing invoices, manage deposits, and handle client refunds when required.
- Perform cash-out and tip reconciliation duties for events.
- Ensure client-provided insurance documentation is collected and properly filed.
Event Planning Support:
- Assist in planning and executing the social media calendar in collaboration with the Events Manager.
- Participate in the planning and execution of internal administrative projects as needed.
Qualifications:
- Proven experience in event coordination, administration, or a similar role.
- Excellent communication and interpersonal skills with a client-focused approach.
- Strong organizational and multitasking abilities to manage multiple tasks and timelines.
- Proficiency in event management tools (Event Temple, All-seated/Prismm) and general administrative tools (Google Docs).
- Experience handling invoicing, payments, and financial documentation.
Preferred Skills:
- Familiarity with social media planning and execution.
- Experience with client relationship management and follow-up practices.
- Ability to work in a fast-paced, dynamic environment while maintaining attention to detail.
The Event Administrator is essential to the success of the events team, ensuring seamless operations, strong client relationships, and high-quality event execution. This position is ideal for a detail-oriented professional passionate about delivering exceptional experiences.
Job Type: Full-time
Pay: $19.00-$21.00 per hour
Benefits:
- Dental care
- Extended health care
- On-site parking
- Paid time off
- RRSP match
- Store discount
Experience:
- Administrative: 1 year (preferred)
Work Location: In person