Special Event Coordinator (SEC)

Overview:
The SSC culture (Edmonton and Calgary offices), is a performance-oriented environment. We place a strong emphasis on hiring exceptional people and giving them all of the support that they need to excel in their roles. New staff are given strong guidance and nurturance, but are encouraged to gain freedom through commitment and results. Weekly goal setting meetings with their manager helps each staff member to create and execute a plan for success. Ongoing skill development sessions aid in increasing all employees effectiveness in their roles. We also like to have fun: frequent staff outings, our innovations program, out of town trips to Banff, Sylvan Lake, Calgary, etc. are a few examples of our work hard, play hard mentality.

A note from our Calgary Special Event Coordinator (Keanen):

The Special Event Coordinator position is an exciting one, as the scope of work varies so much across each event, as well as in day-to-day tasks. Each event brings new challenges, and the SEC can look forward to taking ownership over many different tournament / event offerings. Through this position, the SSC facilitates a work environment where creativity and innovation is encouraged, and the SEC can have a lot of fun within the role. The staff at the SSC come together to create a great team-first atmosphere, and the SEC is relied upon to be strong support to the Marketing Team as a whole.

Some of my favorite aspects of being the Special Event Coordinator in Calgary include:

• Scheduling – Accommodating player requests and balancing other factors (facility guidelines, daylight, format, etc.) to build a schedule that best enhances the tournament experience.
• Building Relationships – Running events throughout the year provides a great opportunity to meet a lot of people, and our players rock!
• On-site Management – It is both satisfying and rewarding to run a smooth and successful event after weeks of preparation. Playing on the occasional staff team is also a blast.

Special Events provide a dynamic and fast-paced work setting. If you have a passion for sports and have dedicated yourself to a work-hard/play-hard mentality, then consider joining our team!

The Edmonton Sport & Social Club (ESSC) is looking for a take charge candidate with the ability to manage administrative tasks and event logistics in support of two Marketing & Special Event Managers in a busy special events environment. The SEC will assist with the coordination and execution of up to 35 events per year with little supervision, as well as various marketing tactics. They must provide outstanding customer service, be an enthusiastic professional, have the ability to problem-solve, be willing to work occasional evenings and many weekends, and be able to build relationships with internal and external customers.

Positions Available: 1 permanent, full-time position

Start Date: May 2018

Hours:

• A typical work week will consist of 5 days/week, 40-44 hours total.
• Hours will be a combination of weekday work (in the office), special event weekend work (on-site) and occasional weeknight work.
• Flexible schedule required in order to balance daytime office hours with events to not exceed 40-44 hours/week.
• Tournaments are normally on Saturdays, starting at ~8:00am and concluding at ~6:00pm.

Special Event Organizer: 80%
Tournaments

• Tournament preparation leading up to each event (marketing, player correspondence, bookings, paperwork, etc.)
• Transport supplies to specific tournament location
• Run the event (set-up facility, answer questions, complete standings, take-down, etc.)
• Take photos at the event for social media and the ESSC website
• Complete tournament wrap-up items after the event (website updates, surveys, reviews, etc.)

After-Parties 

• Transport of party materials to the After-Party
• Set up/take down of bar
• Hand out ballots for door prizes and socialize with party-goers
• Take equipment returns from players
• Manage the After-Party emcee while on-site
• Assist with distributing championship shirts
• Take photos at the event for social media and the ESSC website

Season End Parties

• Party preparation in the office (managing/prepping champ shirt orders, planning the party agenda, etc.)
• Transport of party materials to the event
• Set up/take down of bar
• Assist with party events (games and league championship shirt distributions, etc.)
• Take photos at the event for social media and the ESSC website

Marketing Assistant: 20%
Marketing Tactics

• Create and manage online ads (Kijiji, Google, third party influencers, etc.)
• Print material and promotional emails 
• Website updates
• Manage Club Flickr account

Tradeshows

• Bookings
• Organizing and training staff
• Set-up and take-down as needed
• Working at events as needed

Promo Team

• Creating and sending shift details
• Managing promotional supplies
• P​rocessing ballots and updating database with new leads

Experience:

• Previous customer service experience
• Previous event experience is an asset
• High level of computer competence with Microsoft Office suite (Outlook, Word, Excel)
• Post-secondary education
• Past ESSC experience and/or sports background is an asset
• HTML knowledge is an asset

Qualifications:

• Communication skills (writing, proof reading, and speaking)
• Reliable
• Organized
• High attention to detail
• Outgoing
• Respectful
• Conscientious
• Problem solver
• Conflict management skills
• Ability to work independently and as part of a cohesive team
• Vehicle is a must

Rate of Pay: $42,000 (Base Salary + *Extras + *Benefits)

*Extras:

• $1,000 Annual Bonus based on hitting Special Event targets
• $240 Annual Cell Phone allowance
• Year one raise typically equates to ~5%

*Benefits:

• $800 annual Health spending allowance
• $400 annual Wellness spending allowance

Perks:

• Unlimited free play in Sport and Social Club leagues and tournaments
• Staff team building and social events
• Discounts on sports or adventure trips

All applicants must complete the online pre-interview form. Please attach your resume and cover letter at the bottom of the pre-interview form. Attn. Savannah Kafara, Senior Marketing and Special Events Manager.