Event Coordinator Assistant Summer Job

Tasks and Responsibilities

• Organize facilities and oversee all logistical details for virtual and in-person Afro-Carib Fest events.
• Support with Afro-Carib Fest event set-up and take-down activities
• Monitor security team and ensure proper placement
• Coordinate all festival-related logistics, including vendor setups, displays, audiovisual equipment, security, and kids' zone activities.
• Assist in sourcing and onboarding vendors, creating layouts, timelines, and detailed operational plans. This will include coordinating vendor check-ins on set-up and event days
• Support vendors at Afro-Carib Fest, including:
• Monitoring the marketplace areas and flagging any issues that arise
• Coordinating the Taste of Afro-Carib Fest food competition logistics. Ensure vendors comply with the competition rules, and monitor engagement with attendees
• Coordinate entertainment and activities, ensuring seamless execution of the festival schedule.
• Foster cultural community support for the Afro-Carib Fest events
• Promote social integration and cohesion for racialized and newcomer community members through Afro-Carib Fest events.
• Supervise, support, and manage festival volunteers, providing training and guidance as needed.
• Collaborate with HSDC's management team to develop and execute fundraising strategies to meet festival goals.
• Market the festival creatively through sponsorships, partnerships, and outreach to media, corporations, and community groups.
• Assist with creating and distributing promotional materials, programs, and festival-related correspondence.
• Manage HSDC's social media platforms to promote the Afro-Carib Fest, coordinate with marketing assistant to create engaging content, and provide regular updates.
• Provide on-site support during the festival, ensuring all activities run smoothly and on schedule.
• Support volunteer manager in coordinating volunteer activities, including monitoring check ins, volunteer placement, ensuring volunteers are properly distributed and are at their stations at all times.
• Support community outreach and flyer distribution at various summer events in the city. This will include monitoring assigned volunteers at the events
• Coordinate onboarding of creative media team (videographers and photographers), including creating and distributing the required content guidelines.

Skills

1. Event Operations & Logistics Management

• Strong project management skills
• Ability to remain calm, responsive, and solutions-oriented in fast-paced environments
• Strong organizational and time management skills, with the ability to manage multiple activities and deadlines
• Experience coordinating event logistics for both in-person and virtual events
• Experience supporting large-scale, multi-activity events, such as festivals, markets, or community events is preferred
• Ability to manage real-time operations during events, ensuring schedules and activities run smoothly
• Strong problem-solving and conflict resolution skills with the ability to troubleshoot issues under pressure
• Experience coordinating multiple moving parts simultaneously (entertainment, vendors, volunteers, logistics)
• High attention to detail
• Understanding of event content capture needs for marketing and post-event reporting

2. Stakeholder Coordination

• Experience sourcing, onboarding, and coordinating vendors, photographers, and videographers
• Ability to manage vendor communications, expectations, and compliance with event requirements
• Ability to monitor multiple activity zones at Afro-Carib Fest
• Experience supervising or supporting volunteers in event or community settings
• Ability to coordinate creative media teams, including photographers and videographers
• Ability to collaborate with the Volunteer Manager to align volunteer staffing with operational needs
• Experience with sponsorship coordination or fundraising support

3. Leadership Skills

• Experience coordinating interns, volunteers
• Ability to assign tasks, monitor output, and ensure alignment with campaign goals
• Strong organizational and delegation skills
• Ability to collaborate cross-functionally

4. Marketing, Outreach & Communications

• Experience supporting event promotion through social media, partnerships, and community outreach
• Ability to assist in creating and distributing promotional materials and communications
• Experience with social media platforms (Instagram, Facebook, TikTok, X, etc) and content marketing
• Experience with social media content management and design tools including Canva, CapCut, Later, Meta Business Suite, etc.
• Ability to engage community groups, sponsors, and partners to increase event reach and engagement
• Strong written and verbal communication skills

5. Administration and Planning

• Strong administrative and documentation skills
• Ability to anticipate operational needs and allocate human resources effectively
• Strong organizational and time management skills, with the ability to manage multiple activities and deadlines
• Experience maintaining records and coordinating multiple stakeholders

Proficiency in Microsoft Office (Word, Excel, Outlook) and Google platforms (Docs, Sheets, Forms, etc).

Qualifications

• Post-secondary education in Event Planning, Event Management, Project Management or related field (required)
• 2-3 years of experience in project management, event coordination, festival operations, or community programming (required)
• Ability to be on-site for full festival days and key setup/teardown periods (required)
• Ability to travel within the city for outreach and event support
• Availability to work flexible hours, including evenings and weekends
• Be between 15 and 30 years of age at the start of employment
• Be a Canadian citizen, permanent resident or a person to whom refugee protection has been conferred under the Immigration and Refugee Protection Act for the duration of the employment.
• Be legally entitled to work in Canada in accordance with relevant provincial or territorial legislation and regulations.
• International students are not eligible participants.

Job Type: Seasonal

Contract length: 2 months

Pay: $22.00 per hour

Expected hours: 35 per week

Work Location: In person