School Event Planner & Office Administration

St-Laurent Academy Inc.Ottawa, Ontario, Canada

5 days ago

Job type

Full-time

Job description

As one of Ottawa's top rated and most dynamic Private Schools, St-Laurent Academy is recruiting for a full time Events Coordinator to assist the Leadership Team in researching, identifying, planning, pricing, coordinating and rolling out all aspects of their yearly school events.

Our events span everything from out of city, out of province and major out of country field trips, weekly enriched Phys. Ed and daily curriculum focused outings, large family and community events, 2 large scale school productions, in-house presentations and activities, as well as our Lions school team events and tournaments (in-house and traveling to other schools).

This position is key to our school's marketing plans and impacts every aspect of St-Laurent Academy life - student, teacher & family.

The professional in this position will be responsible for :

working with the Leadership Team in planning the year's annual event calendar for each school year.
taking care of all budgeting aspects for the events and working alongside the Leadership Team and Finance Department to ensure the facilitation of payments, pricing out of events, finding best locations and deals, etc.
creating an event plan for each and every activity, big or small, in-house or outside of the school, using our schools template and tools. This includes reviewing and communicating everything from locations & logistics, transportation, full itineraries for all to follow, student medical information, parent communications, teacher involvement, supervision & safety of event, etc.
coordinating and booking all transportation - our own school buses for daily and weekly events, chartered buses for longer trips, plane tickets for out of country and out of province travel and at times, depending on the event, public transportation for students & teachers.
communicating with and coordinating school events and activities with outside vendors, organizations & venues, as well as the administration, school coaches and teaching teams.
continuous communication with the Leadership Team, as well as ensuring directives are followed, in order to meet the goals and represent the values of the Academy.
working with our front office team and providing coverage when required (phone calls, emails, key reporting time duties, etc.)

The individual in this role must :

be a strong communicator - both written and verbal (the ability to communicate in French is an asset)

have the ability to balance and prioritize several different events and job responsibilities at once

be positive, professional and approachable - this role interfaces with almost every entity within the school, as well as outside of our school community and having the ability to work with all is crucial

be both independent enough to take initiative and be resourceful, but also understand the importance of ensuring they collaborate with the Leadership Team

be a calm problem solver, with the ability to flex and think in their feet...having a "plan b" in the back pocket!

have a minimum of 2 years event management experience

have strong working knowledge of the Google Suite of products (sheets, docs, calendars, meets, slides, classroom) as this is the school's main platform, as well as be able to manipulate excell, word and powerpoint tools.