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VANCOUVER JOBS

Position: Events and Volunteer Coordinator
Organization: HUB Cycling
Location: Vancouver, BC

HUB Cycling is a charitable not-for-profit organization that has spent more than two decades removing barriers to cycling in Metro Vancouver, while cultivating the health, environmental, and economic benefits that active transportation can bring. HUB Cycling has educated and motivated thousands of people, and championed improvements that #UnGapTheMap to create a more connected cycling network.

HUB Cycling’s mission is to get more people cycling more often. We make cycling better through education, action and events. More cycling means healthier, happier, more connected communities. We’re leading the way in making cycling an attractive choice for everyone.

HUB Cycling is committed to creating a welcoming and inclusive organization. Diversity is integral to this commitment. Diversity among our members, volunteers, staff and Board of Directors allows us to better understand, connect to, and respond to the needs of HUB members and the broader communities we engage with. HUB Cycling encourages women, Indigenous people, people of colour, and LGBTQIA and individuals from other diverse communities to apply, and we encourage you to self-identify in your application.

HUB Cycling seeks an Event and Volunteer Coordinator to support the following Engagement Team events:

  • Bike Awards
  • Bike to School Week
  • Bike to Shop
  • Other events as needed

The Event and Volunteer Coordinator is responsible for assisting with the planning and logistics as well as leading on engaging with our event volunteers for our other events within the Engagement Team (e.g Bike to Work Week). The Event and Volunteer Coordinator will report to the Engagement Manager.

Responsibilities:

Bike Awards

  • Coordination support including event logistics, creating and posting awards, scheduling rehearsals, on the day event support
  • Recruit and manage volunteers (if applicable)

Bike to Shop

Shop Local Challenge

  • Outreach to local businesses with support of local Business Improvement Associations
  • Lead on all business communication, including updating newsletters, website, online schedule, instructional documentation, and social media, where needed
  • Communicate the event processes with businesses and participants

Celebration Stations

  • Submit event permits and oversee outdoor celebration events
  • Source and gather event supplies for celebrations
  • Ensure on-site station coordinators have all their necessary supplies/documents
  • Recruit and manage volunteers

Virtual Events

  • Coordinate logistics for virtual elements of the event, where applicable.

Bike to School Week

  • Event outreach to schools, Parent Advisory Councils, municipal and school district staff, and sustainability-oriented organizations to increase event participation
  • Create engaging promotional materials for a K-Gr 12 audience in collaboration with the Marketing Manager such as posters, stickers, and flyers
  • Coordinate all logistical elements of the event, including event package stuffing and posting
  • Lead communications with School Champions
  • Lead Bike Reels contest (video competition)
  • Oversee Coordinator event budget and ensure event stays within budget
  • Provide ongoing support to registered schools including facilitating event package distribution
  • Organize a Bike to School Week launch event to garner positive media attention and further promote participation

Overall for all events

  • Support the Marketing Manager on the design of event promotional materials
  • Ensure all external stakeholders (e.g. businesses, participants) have necessary supplies/documents and understand event procedures
  • Support the Marketing Manager with social media and newsletter marketing campaigns to increase event registration and boost engagement
  • Assist the Engagement Manager in compiling and analyzing event data, and reporting
  • Administer post-event surveys to compile and collect feedback and event outcomes
  • Assist the Engagement Manager with executing sponsorship deliverables
  • Update event webpages as needed
  • Increase event participation rates and engagement with new audiences
  • Arrange in-kind support with the Bike to Work Week Event Coordinator, ensuring that all benefits are met
  • Assist with other event-related tasks as needed

Volunteer Engagement

  • Oversee all volunteer recruitment, management, scheduling, recognition, and training for the Engagement Team’s events
  • Lead on all volunteer communication for HUB events including updating newsletters, website, and social media
  • Lead on event projects that involve volunteers (e.g data entry)
  • Provide an assessment of HUB's current volunteer program and develop and implement a strategy for the coming year

Other Responsibilities

  • Lead on HUB Cycling’s inventory of event supplies for all HUB Cycling events
  • Support additional event-related tasks as needed and as agreed upon with the Engagement Manager

You are:

  • A strategic and driven event coordinator who loves making the ask
  • Highly organized and a master of details, deadlines, deliverables, and keeping any associated documentation up to date
  • Skilled at prioritizing
  • Friendly, professional, creative and able to multitask
  • Familiar with Metro Vancouver’s geography, municipalities and business sectors
  • Passionate about the role that bicycles can play in building happier, healthier and more connected communities

Qualifications, knowledge and skills:

  • 2+ years of relevant experience
  • Excellent written, interpersonal and verbal communication skills
  • GIK solicitation and/or related sales experience
  • Familiarity with virtual platforms such as Zoom and Facebook live
  • Oversee volunteer recruitment, management, scheduling, and training; or supervise volunteer coordinator, if applicable
  • Ability to build and maintain strong relationships with a diverse set of stakeholders including community partners, local municipalities, staff and volunteers
  • Exceptional time management and organizational skills, ability to manage multiple priorities
  • Competency with computer software including Microsoft Office Suite, Google Suite or similar productivity suites
  • Familiarity with social media platforms
  • Familiarity with newsletter and website content management
  • Valid driver’s license and eligibility to drive Modo car share vehicles
  • Must be able to lift 40 lbs
  • Flexibility, interpersonal skills, and enthusiasm are key to success in this position

Bonus points for:

  • Experience working with local retailers, BIAs, and/or businesses
  • Experience working on events during COVID-19
  • Experience working on virtual events
  • Experience working on community events
  • Experience working with public school systems
  • Experience working in a non-profit organization

Position details:

This is a 10 month contract position with the possibility for extension (30 hours/week Jan-Sept inclusive) starting early January 2021 with compensation of $20-$22 an hour depending on experience.

The successful candidate must be willing and able to work evenings and weekends in the lead up to the events; any time accrued can be taken back as time off in lieu. The successful candidate will also need access to their own cell phone and a reliable home internet connection.

All staff are expected to temporarily work remotely due to COVID-19. Staff must be reasonably available for future in-person meetings and events in Metro Vancouver that follow public health authority guidelines.

Perks:

  • 3 weeks vacation and an additional 5 wellness days annually
  • Competitive extended health and dental benefits
  • Flexible hours and time off in lieu
  • Computer and basic office set up
  • $500 towards your home office set up and $25 a month towards internet costs whilst we work remotely (after a 3 month waiting period)
  • Friendly and supportive coworkers
  • A supportive and inclusive environment where folks from all backgrounds and identities are welcome

How to apply:

Please forward one document that includes a cover letter and resume and one relevant professional writing sample to jobs@bikehub.ca, subject: "Event and Volunteer Coordinator Application" in PDF format, with file name format Firstname_Lastname EVENTANDVOLUNTEERCOORDINATOR.pdf. Please use the subject line “Eventandvolunteer2020”.

Deadline:

The deadline to apply is December 1st at midnight. However, we will continue to accept applications until the position is filled.

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Note: This posting is provided on an "As Is" basis and for general informational purposes only. People and Planet (also known as "GoodWork") is not responsible for the content, accuracy, timeliness, completeness, legality, reliability, quality or suitability of this posting. We do not screen or endorse the organizations or individuals involved. If you decide to accept an offer of employment, volunteering or any other arrangement, you do so at your own risk and it is your responsibility to take all protective measures to guard against injury, abuse, non-payment or any other loss. Please read our full Terms & Conditions.

Current status: Open/apply now.   Date posted: Nov 18 2020    ID: 57944