Field Travel and Event Coordinator (Location 107-252 Esplanade W., North Vancouver, BC)

About this position

Girl Guides of Canada–Guides du Canada (GGC) empowers every girl in Guiding to discover herself and be everything she wants to be. As GGC moves into a new era of providing excellent support across the country, we are seeking candidates who will embrace the opportunity to evolve this new way of work.

Girl Guides of Canada is actively seeking a Field Travel and Event Coordinator, BC. 

This is an exciting opportunity to join a leading girl-driven organization in a role that is critical to unleashing the organization’s potential to deliver exceptional and empowering experiences to girls across BC.

This role reports to the Manager, Special Experiences, and will work in collaboration with both the national office and local adult volunteers and staff to meet their event and travel needs. The successful candidate will be an independent thinker with the ability to execute on multiple demands, work with multiple stakeholders, while creating process efficiencies and improvements, and has a natural ability to understand, anticipate and fulfill customer needs and possesses excellent online and in-person communication skills to ensure projects run smoothly and on-time.

The Field Travel and Event Coordinator will coordinate with volunteers and staff in British Columbia and national office staff to work with local volunteers, staff and third-party service providers to support a multitude of events and travel opportunities offered to girls.                                        

Roles and Responsibilities: 

• Work collaboratively with local volunteers and as an integrated member of the national Special Experiences team to effectively serve local organizational needs with high quality.
• Build relationships with local travel and event volunteers, staff and vendors.
• Support the alignment of travel and event experiences with GGC’s girl-driven program with the help of staff and volunteers.
• Provide administrative and logistical support on local events. This includes, but is not limited to:
• Working with event leads (often volunteers) to understand and help fulfill their vision as well as provide critical feedback to ensure consistent quality
• Managing event registrations (e.g. registration software, waitlist and refunds)
• Working with a communications team to develop necessary messaging for members and event participants leading up to, during, and after the event
• Supporting the development of event merchandise, collateral and signage
• Provide ongoing support to members and registrants
• Working with local venues to secure spaces, negotiate contracts and organize logistics, such as food and beverage, space layouts, rentals and onsite labour
• Work with evaluation expert staff to conduct an event debrief and evaluate overall event, including event personnel and assets.
• Provide administrative and logistical support to travel opportunities; this includes, but is not limited to, the following:
• Working with trip leads to develop an itinerary, as needed; this may include sourcing, or vetting, third party trip providers, securing admission to local opportunities or assisting with travel bookings.
• Helping to ensure the trip approvals process is completed in full (all necessary advisers are brought in, and any follow up actions are supported)
• Supporting the implementation of risk-reduction measures before and during the trip
• Work with evaluation expert staff to conduct an event debrief and evaluate overall event, including event personnel and assets.
• Maintain a constant feedback loop with the Manager to ensure girl experiences consistently leveraging best practice and are continuously improving.

Qualifications:

• Post-secondary degree or equivalent
• At least 5 years’ experience working in a related field, such as event planning, travel administration or program coordination
• Demonstrated experience with working collaboratively and diplomatically with multiple stakeholders, managing competing priorities
• Demonstrated experience working with various software as it relates to events (e.g. online applications, communication, post-event surveys, etc.)
• Hands-on experience with planning, coordinating and creating and executing agendas
• Self-driven with ability to work both independently and as part of a team
• Excellent communication skills combined with strong listening and interpersonal skills, resourcefulness, critical thinking and strong attention to detail
• Highly self-motivated, energetic, with a fast-paced working style
• Adaptable, flexible and diplomatic with a high degree of comfort with change
• Flexible to travel as required

Assets:

• Experience with youth-serving organizations
• French language skills/fluency (and any other language spoken in Canada) 
• Experience working with a diverse population of volunteers within the non-profit sector
• Experience in risk preparedness and mitigation
• Knowledge of/experience with Guiding.

Logistics:

Must be able to work some evenings and weekends as needed and willing to travel within the province

Does this sound like you? Then apply today.

Submit a cover letter and resume (as one file) with salary expectations by 5:00 p.m. February 7, 2020 to:

Lisa Pereira – Employee Experience Business Partner

Girl Guides of Canada – Guides du Canada

50 Merton Street, Toronto, Ontario M4S 1A3      

E-mail HR@girlguides.ca

*Submissions without a cover letter will not be considered.

*Kindly reference the position title in the subject line of your email message.

We thank all candidates for their interest. Only those selected for an interview will be contacted

Upon request, Girl Guides of Canada-Guides du Canada will make available reasonable accommodations for persons with disabilities during the recruitment process. Accommodation requests should be made in advance to People & Culture.