Job Posting: Event and Volunteer Coordinator

September 14, 2021

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

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

The Event and Volunteer Coordinator is responsible for assisting with planning and logistics for our events, engaging with our event volunteers, and leading on event supply inventory and organization. The role reports directly to the Engagement Manager but will receive tasks from the Go By Bike Week Manager as needed. Flexibility, interpersonal skills, and enthusiasm are key to success in this position

About HUB Cycling

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.

We are 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.

 

Responsibilities 
 

Bike Awards

  • Coordination including event logistics, creating and posting awards, scheduling rehearsals, liaising with award winners, and on the day event support
  • Event supplies lead if event is in person
  • Volunteer lead if event is in person
  • Setup of online event platforms (i.e. Eventbrite, Facebook, CiviCRM)
  • Post event tasks and reporting

Bike to Shop 

  • Business outreach:
    • Outreach to local businesses with support of local Business Improvement Associations and other sponsors
    • Lead on all business communication and ensure they are prepared for the event
  • Setup of online event platforms (i.e. Eventbrite, Facebook, CiviCRM)
  • Knowledge HUB stations:
    • Source, gather, and organize event supplies for stations, including purchasing/renting supplies as needed
    • Ensure on-site station coordinators have all their necessary supplies/documents 
  • Volunteer lead 
  • Event supplies lead
  • Post event tasks and reporting

Bike to School Week 

  • School outreach
    • Lead on creating outreach strategy for the event
    • Event outreach to schools, Parent Advisory Councils, municipal and school district staff, and sustainability-oriented organizations to increase event participation 
    • Coordinate all logistical elements of the event, including event package stuffing and posting
  • Marketing support
    • Create engaging promotional materials for a K-Gr 12 audience in collaboration with the Marketing Manager such as posters, stickers, and flyers
    • Lead on event communications including newsletters, social media posts, and website updates in collaboration with the Marketing Manager
  • School support
    • Lead on creating materials to assist schools e.g. translated materials.
    • Lead communications with teachers/school staff who lead Bike to School Week at their school
    • Updates to the Bike to School Week Guide as needed
  • Organize a Bike to School Week launch event to garner positive media attention and further promote participation

Go By Bike Week

  • Knowledge HUB stations support
  • Volunteer lead (see further information below)
  • Event supplies lead
  • Marketing support
  • Post event tasks and reporting

Volunteer Lead

  • Oversee all volunteer recruitment, management, scheduling, recognition, and training
  • Lead on volunteer communication for events including newsletters, website updates, and social media
  • Lead on event projects that involve volunteers (e.g. data entry, postering)
  • Assess HUB Cycling’s current volunteer program and develop a strategy for the coming year

Other tasks as needed

About you

You are

  • A strategic and driven event coordinator who loves making the ask
  • Highly organized and a master of details, deadlines, deliverables, and able to manage multiple priorities
  • Friendly, professional, creative and able to multitask
  • Able to build and maintain strong relationships with a diverse set of stakeholders including businesses, school contacts, staff and volunteers
  • Familiar with Metro Vancouver’s geography and municipalities
  • Passionate about the role that bicycles can play in building happier, healthier and more connected communities

Qualifications, knowledge and skills 

  • 2+ years in an administrative or coordinator role
  • Experience in outreach (e.g. encouraging registration or participation) or solicitation (e.g. gift in kind, sales, or other related experience)
  • Valid driver’s license and eligibility to drive Modo car share vehicles
  • Excellent written and verbal communication skills 
  • Experience working in a team environment as well as working on tasks autonomously 
  • Competency with computer software including Microsoft Office Suite, Google Suite or similar productivity suites
  • Must be able to lift 20 lbs

Bonus points for

  • Familiarity with virtual platforms such as Zoom and Facebook live 
  • Experience working with local retailers, BIAs, and/or businesses
  • Familiarity with social media platforms 
  • Experience working on events during COVID-19, virtual events, or community events
  • Experience working with public school systems or a non-profit organization

Position details

This is a permanent position starting November 2021 with compensation of $20-$23 an hour depending on experience. 30 hours per week with the possibility of hours increasing in busy periods (March - September) depending on workload and budget availability. 

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 work partially remotely due to COVID-19, with 1-2 days a week in our shared office space. 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 while 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 in PDF format, with file name format Firstname_Lastname EVENTANDVOLUNTEERCOORDINATOR.pdf. Please use the subject line “EVC2021”.

Deadline 

The deadline to apply is October 5 2021 at midnight. However, we will continue to accept applications until the position is filled.