Vancouver, Canada
Full Time
# of Positions:
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Work at VFS

There is no such thing as an ordinary day when you work at Vancouver Film School. It’s a creative and fast-paced environment where you’re part of recruiting and educating the next generation of actors, filmmakers, video game developers and creative thinkers. Our unique culture is all about celebrating the pure passion and unwavering perseverance of our students as they go through their own amazing personal journeys towards a career in the entertainment arts. Constantly evolving and updating to meet industry demands, VFS believes results matter, and that extends from our classrooms and experienced faculty to our hard-working marketing, admissions, and support departments — and well beyond.

Job Scope

You are an enthusiastic candidate with a passion for the job, this job requires someone who is able to work in a fast-paced environment and handle multiple tasks simultaneously. They need to be ready to create and manage events that are both remarkable and memorable, but above all deliver real marketing results. Reporting to the Events & Experience Manager, the Event Specialist will manage and support world-class events offered at VFS. The successful candidate will have extensive experience in planning and executing successful events and campaigns for diverse audiences, with a desire to learn more and grow in the field. This demanding role relies on your attention to every detail and your ability to work in a high-pressure environment while collaborating closely with numerous stakeholders.

You are responsible for managing events and promotions (online and in-person) within the Events & Experience team, and attending/hosting events as needed. You will be accountable for all event-related matters and must be willing to work evenings and weekends. Solid communication with the Events & Experience Manager and Director of Marketing is the key to success in this role.

VFS runs multiple events at any given time, including open houses, conferences and expos, guest speaker presentations, industry graduation events, tradeshows, workshops and more. We have a flexible work environment allowing you to work from home or from the office. However, as and when the events are in person, the role is required to be based in Vancouver.

Core Responsibilities

  • To manage successful planning and delivery of projects, campaigns, marketing materials, and events (across all levels) as decided by the Events & Experience Manager. This includes sourcing venues, managing contracts and developing partnerships in order to leverage best value.
  • Venue and supplier management, negotiating lowest cost and highest quality of service. Building positive working relationships to ensure continued service excellence.
  • Building/setting up online event platforms.
  • Create and manage event registration platforms, working with the Web Developer to update where necessary.
  • Work with other members of the Marketing & Creative team to promote each event.
  • Complete creative briefs and liaise with Creative team to produce a range of marketing materials specific to events. Ensure assets are delivered within required timelines.
  • Identify, engage and maintain communications with event speakers. Ensure they are briefed and prepared to provide effective presentations and materials.
  • Occasional presentation and hosting opportunities.
  • Manage email inboxes and respond to attendee queries. Flagging anything necessary to the Events & Experience manager.
  • Manage specific event budgets, invoice and receipt management, and post-event budget reconciliation and reporting.
  • Liaise and build relationships with Directors, Heads of Departments, and Admissions staff to coordinate events.
  • To champion VFS as a world-class educational facility, ensuring events and activities across all departments are supported and in-line with VFS strategy.
  • Identify third-party stakeholders and educational partners in order to promote events.
  • Development of event team processes and guidelines.
  • Offer strategic support to Event & Experience Manager.
  • Any other duties as reasonably required by Event & Experience Manager and Director of Marketing.
  • Occasional support running the online store fulfillment.

Job Qualifications

  • Post-secondary education or certification in Event Management or related field is highly desired and will be looked upon favorably.
  • Minimum 3-5 years of direct experience leading event design, planning and management of conferences, expos, tradeshows, exhibition, open houses, workshops and short educational programs and similar events is required
  • Experience in delivering events for a post-secondary educational institution is an advantage.
  • Proven relationship management skills - including the ability to bring together multiple stakeholders in pursuit of common goals to deliver successful events and activities.
  • Ability to work in a cross-functional, collaborative environment
  • Experience in managing on-the-day event teams, some line management experience preferred.
  • Ability to speak in public and on stage to an audience.
  • Ability to solve problems independently and under pressure.
  • Ability to coordinate the efforts of team members in support of an event.
  • Superior organizational and time management skills.
  • Demonstrated capacity for accuracy, attention to detail, and thoroughness.
  • Excellent written and verbal communication and interpersonal skills.
  • Demonstrated good judgment and initiative.
  • Fluent in Microsoft Office, experience and knowledge of CRM, event planning platforms, and website development.
  • Experience using, Slack, Eventbrite, Zoom, and Hopin are a huge asset. However, ability to demonstrate quick understanding and learning new technologies will be looked upon equally.
  • Flexibility to travel to events and work evenings.
  • Ability to drive/access a vehicle a bonus but not essential.

Vancouver Film School believes in diversity in all forms and we're committed to creating a welcoming and inclusive environment for all. As our team grows, we're looking to work with a wide range of creatives and professionals from different backgrounds, including but not limited to Indigenous people, persons with disabilities, newcomers to Canada, seniors, visible minorities and people from all genders, sexual orientation and religious backgrounds. We want to assure both our students and staff that this is of the utmost importance and strive to improve representation in all areas.

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