Manager of Community Relations & Events

Full-Time, Temporary (Maternity leave coverage)

Mulgrave School is one of Canada's leading independent co-educational pre-K - 12 day schools, serving the North Shore of Vancouver. We are an established IB Continuum World School with a reputation for excellence and innovation. We are now seeking applicants for the role of Manager of Community Relations & Events to start January 6, 2025.

Reporting to the Director of Talent and Recruitment and working with the Assistant Head of School (Enrichment) on community projects, the Manager of Community Relations and Events plans and runs school events to high standards while staying within budget. This role also leads the events team and builds positive relationships with community members, such as parents, local businesses, and community leaders.

Duties and Responsibilities
These may include, but are not limited to, the following:

• Conduct regular team planning meetings to ensure coordinated and efficient execution of events in the school
• Direct line manage the Event Managers
• Conduct annual review and development (ARD) processes for the Event Managers
• Booking of all bookable resources after Calendar Committee approvals
• Attend annual Calendar Planning meetings with Assistant and Deputy Heads

Outside/Public Rentals (working with the CFO)

• Responsible for arranging all lettings and outside/public rentals
• Oversee rental contracts and fees (prepared by Rental Booking Coordinator)
• The management of rental events will include but not limited to contract liaison with external renters, contract management, pricing, collection and coordinate the hosting of rentals.
• Liaise with the facilities team, including janitorial supplier, for set-up, take-down and cleaning required for events & outside/public rentals, and rentals
• Liaise and is the main point of contact with Dana Hospitality regarding specific catering needs/menus for designated events
• Liaise with all event leads/directors in a timely way to ensure detailed event management requirements are clear and agreed

Budget

• Develop an annual strategic budget for school-sponsored events ensuring that internal departments are charged for events accordingly
• Manage the budget, in conjunction with the CFO, to ensure all events run cost-effectively

Events

• Plan and oversee all aspects of an event from the conception of the initial idea to the last detail according to requirements, target audience and objectives
• Use and management of suitable event software, input, and execution for each event
• Source and negotiate with vendors and suppliers, with oversight from CFO
• Be in charge of hiring external personnel (Servers, Bartenders, DJ's, etc. )
• Ensure that appropriate event signage and promotional posters are in place
• Ability to ensure the event is completed smoothly and step up to resolve any problems that might occur
• Travel (e. g. supply runs, picking up flowers, catering supplies, etc) to support events as required
• Managing and weekly orders of food, beverages, and supplies for all school events

Formal Whole School Assemblies & Ceremonies

• Event planning and execution for the following formal assemblies and ceremonies
  • Full school assemblies: Opening Assembly; Remembrance Day; Grace Assembly
  • Major cultural events ie: Lunar New Year
  • Graduation and Convocation ie: Semi-Formal, Grad Ball, Commencement/convocation ceremony
  • Other high profile events as directed by the Head of School

Community Relations, External

• Is proactive in supporting the Head of School and Assistant Head of School (Enrichment) to maintain key community connections with local councillors and other key Northshore and GVA organisations and dignitaries. These include:
  • Federal, Provincial and Municipal Politicians
  • Ministry and district educational leaders
  • Business leaders and Chamber of Commerce
  • Other not for profit and community leaders

Community Events, External

• Work closely with the Head of School and Assistant Head of School (Enrichment) to implement and facilitate school involvement and participation in a number of external community-based events.
• Support the Director of Admissions, Marketing and Communications with external recruitment events

Community Relations, Internal

• Primary Liaison for the MVP Executive
  • Attend all MVP Executive meetings
  • Attend and support all MVP-run events
  • Ensure that the annual AGM and retreat are planned and executed to meet the requirements of the bylaws
  • Assist the MVP in directing and planning special events and celebrations
  • Work with the Chinese Support Group for any events or special occasions

Qualifications:

• Minimum 5 years experience in Events and managing people
• BA or equivalent in Hospitality Management, Marketing, Communications or Events related field is preferred
• Experience using Event Planning Software, Perfect Table software; Photoshop; Excel; Google Platform; and Eventbrite or equivalents are an asset
• Skilled in events and/or project management
• Good attention to detail with excellent prioritising and organisational skills
• Physical ability to lift and move materials up to 40lbs in weight
• Flexibility for hours of work; will be required to work outside of regular school hours and days of the week
• Emergency First Aid, Serving-It-Right and Food Safe Level 1
• Endorse the school's mission and vision statement

Compensation:
The base annual salary for this position is competitive and falls within the range of $70,000. 00 - $80,000. 00. The final salary offer will be determined based on the candidate's qualifications, and relevant experience in accordance with BC labour laws and company policies.

Other benefits include:

• Personal day
• Sick days
• Employee assistance program
• Plenty of opportunities to get to know your colleagues during our various social events throughout the year
• Fitness / weight room & trainer
• 6% in lieu of benefits

Diversity, Equity & Inclusion Commitment

In order to provide the best possible learning environment for our highly diverse, multicultural student population, Mulgrave actively seeks to recruit teachers from groups that have been traditionally underrepresented in independent and international school faculties. BIPoC and 2SLGBTQ+ educators and those with disabilities are warmly encouraged to apply, and invited to reach out for more information about our commitment to diversity, equity, inclusion, and justice.

Please visit our website at mulgrave. com for further information about our School and a detailed job description. Resumes should be submitted through Mulgrave Careers by November 22, 2024. There is no public transportation to the School. Applicants must provide their own.