Event Coordinator

THE ORGANIZATION:

At Events East Group, we proudly manage and operate the Halifax Convention Centre, Scotiabank Centre and Scotiabank Centre Box Office. Our people and our community make us the favoured event destination for our guests. Whether we’re attracting large delegations or hosting an elite group of athletes for an international competition, we are a catalyst for new opportunities and connections between Nova Scotia and the world.

Designed to meet the needs of multiple events, Nova Scotia’s Halifax Convention Centre offers over 120,000 square feet of flexible event space in the heart of downtown. The Halifax Convention Centre is part of the Nova Centre, a million-square-foot, mixed-use development that includes a hotel, office towers, and retail space. It is the largest integrated development project in the province’s history.

The Scotiabank Centre, managed by Events East Group, is the largest multipurpose facility in Atlantic Canada, serving as the region’s premier venue for major entertainment and sporting events and the nucleus of major event activity in Nova Scotia. Having hosted the world’s top performers, homegrown talent, best in class athletes and many performers in between, Scotiabank Centre has been a source for community vibrancy and pride for over 35 years. With a seating capacity of more than 10,000 and the versatility to accommodate a range of events, Scotiabank Centre hosts close to 500,000 attendees each year and is home to the Halifax Mooseheads, Halifax Thunderbirds Lacrosse and the Royal Nova Scotia International Tattoo.

THE POSITION:

Events East Group is now inviting applications for the position of Event Coordinator with our Event Management team.

Reporting to the Senior Manager, Event Operations, the Event Coordinator (EC) supports Events East Group by ensuring efficient and effective delivery of contracted meetings and events at both our venues (the Halifax Convention Centre and the Scotiabank Centre). The Event Coordinator is primarily responsible for supporting Event Managers, Associate Event Managers, and clients during the pre-planning process and on-site event delivery. The EC acts as a secondary point of contact for clients when required, actively supporting the Primary Point of Contact strategy.

While the EC’s primary area of focus is on-site support to ensure event delivery excellence, some meeting management may be assigned to this role, based upon scope and complexity.

The Event Coordinator collaborates with operational teams by ensuring the timely, accurate input of detailed event information. The EC also supports Sales and Business Development efforts by building and maintaining strong client relationships and by delivering events of world-class caliber while adhering to the Events East corporate mission, vision, and strategy for service delivery.

This salaried position will operate in the Halifax Convention Centre and Scotiabank Centre.

THE DUTIES AND RESPONSIBILITIES:

Values:

• Adhere to all Events East Group policies, procedures, and guidelines.
• Cultivate positive relationships across the organization and with guests.

Service Excellence:

• Support and maintain the Primary Point of Contact strategy; deliver constructive feedback on the strategy with a solution driven approach.
• Engage in developing, planning, and executing specialty programs.
• Maintain positive, professional relationships with industry partners, including service suppliers, hoteliers, and planners.

Operations:

• Support Event Managers and Associate Event Managers by:
  • Participating in advance event planning, particularly in the national and international markets,
  • Processing event changes accurately and in a timely manner,
  • Coordinating effective and efficient on-site event delivery,
  • Acting as a secondary point of contact for the client throughout the event cycle.
• Manage events, as assigned, with focus on:
  • Banquet events and meetings, generally (but not exclusively) based in the local and regional markets,
  • Add-on meetings for booked conferences and conventions,
  • Internal meetings and events, including those with external attendees.
  • Adhere to Event Management policies, procedures, and service delivery standards, particularly regarding procurement of event detail, programming of event detail, and oversight of event delivery.
  • Assist in coordination of operational meetings (e.g.: internal pre-cons) to support event delivery teams.
  • Assist in coordination of client-focused meetings (e.g.: pre- and post-convention meetings) to ensure exceptional event experiences.
  • Other duties as required.

Administration:

• Keep accurate meeting notes and event change requests to input into the event management system(s).
• Input data and information into the event management system on behalf of the Event Management team.

Physical Resource Management:

• Treat Events East Group property, resources, and equipment with respect following any job procedures, policies, or user guides available.
• Report any damage to Events East Group property, resources, and equipment as soon as damage has been incurred or observed.

Training & Development:

• Support and participate fully in all training and development initiatives.
• Engage in professional development activities, under the direction of management.

Health & Safety:

• Report all safety hazards to the direct supervisor as soon as is reasonably possible. Take action to correct the safety hazard if possible and reasonable.
• Report all near misses and incidents as soon as is reasonably possible. Participate actively in the near miss and incident investigations.
• Create, promote, and follow all departmental standards and guidelines, job procedures, and equipment operation protocols to continuously ensure the safety of oneself, team members, and clients.
• Wear, use, and ensure the appropriate use of Personal Protective Equipment (PPE) as required, report any issues or violations within the team or onsite to the direct supervisor.
• Report any damaged PPE to the direct supervisor, promptly.

THE PERKS AND BENEFITS:

• 3 weeks of vacation starting
• Sick and personal days
• Employee and Family Assistance Program (EFAP) available through Telus Health
  • Discounts
  • Free counselling services
  • Resources available for personal life needs
• Medical & Dental benefits through Medavie BlueCross as soon as you start!
• Short Term Illness (STI) and Long Term Disability (LTD)
• Participation in the Province of Nova Scotia Public Service Superannuation Plan
• 13 paid holidays or Time in Lieu for working on the holiday
• Paid bereavement leave
• Discounted transit bus pass through SmartTrip
• Discounted gym membership at Goodlife Fitness

THE PROFESSIONAL REQUIREMENTS:

Education and Experience:

• Highschool graduate or equivalent secondary education.
  • Recognized industry certification considered an asset
• 2 years of experience in an event coordination or meeting management role
  • Or equivalent experience accepted in a customer service or hospitality industry role.
• Strong communication in spoken and written English.

Physical Demands:

• Must be available to work varying shifts, including mornings, days, evenings past midnight, weekends, and holidays.
  • Shifts can be up to 12 hours in length.
• This position performs some of it’s role at a computer station located within office cubicles. As such the following environmental conditions are present:
  • Moderate level of noise and regular foot traffic in the area
  • Overhead florescent lights
  • Low pile carpeted flooring
  • Temperature controlled indoor environment
• This position will frequently operate within the Halifax Convention Centre and the Scotiabank Centre during live events. The following environmental conditions are present during these times:
  • Loud noise from events and guests
  • A large number of people to navigate through
  • Hot and cold temperatures
  • Low level of lighting
  • Lighting displays that include strobe and coloured lighting
  • Cement flooring and stairs
• Though this position will have administrative duties, the majority of time will be spent walking through the building(s) and standing for extended periods of time.

Events East is committed to a workforce that is free of discrimination, values diversity and is representative, at all job levels, of the people we serve. We encourage applications from qualified African Nova Scotians, racially visible persons, women in non-traditional positions, persons with disabilities, Indigenous persons, and persons from the 2SLGBTQIA community. We encourage applicants to self-identify.

During the recruitment process, applicants have the right to request an accommodation. Any applicant invited to participate in testing or an interview and who requires an accommodation should discuss their needs, in confidence, with the Recruiter when selected.

TO APPLY: Apply via Career Beacon.

APPLICATION DEADLINE: Applications will be reviewed as they are received until the position is filled.

We thank all applicants for their interest, however only those selected for an interview will be contacted.

For further information, please visit our website at www.eventseast.com

Events East