Job Posting: Event Coordinator (Fixed-term and Part-time: July 24th or August 8th, 2023 - November 3rd, 2023)

Thank you for your interest. This position is now filled.

WHO WE ARE:

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 is committed to creating an inclusive, barrier-free selection process and work environment. People with disabilities, women, Indigenous peoples, members of racialized groups, members of the LGBTQ2S+ community, and members of other marginalized communities are especially encouraged to apply. 

ABOUT THE ROLE:

HUB Cycling seeks a part-time Event Coordinator with a fixed term of three months, starting August 7th until November 3rd, to support two major events to get more people cycling more often, Go by Bike Week in October and Bike to Shop in August. This is a part-time, fixed-term contract position with an hourly base pay of $24.08. 

Reporting to the Event Manager, the Event Coordinator is responsible for planning, supporting, and executing Bike to Shop and Go by Bike Week event components. The successful candidate will have strong administrative and event coordination experience and thrives on details, deadlines, and deliverables. 

TASKS AND RESPONSIBILITIES:

Fall Go by Bike Week

General Event Duties:

• Responsible for sourcing, organizing, and packing event supplies for the Go by Bike Week Celebration Stations
• Print, pick up, and organize materials for Go by Bike Week Celebration Stations
• Submit event permits and Certificates of Insurance
• Ensure on-site station activators have all their necessary supplies for the week 
• Compile Community Station (community-led event activations) packages
• Assist with marketing and promotions, including poster distribution, online calendar listings, and social media 
• Reach out to prize winners and coordinate pick-up/delivery
• Update the website with Celebration Station details and other event information
• Support with purchasing and organizing event supplies

Week-of Event Production (October 16th to October 22nd):

• Staff in-person Celebration Stations in locations across Metro Vancouver
• Set up and take down Celebration Stations
• Act as a representative of HUB Cycling to engage passers-by with enthusiasm and friendliness
• Provide cycling resources to passers-by 
• Coordinate services with the on-site mechanic
• Work with volunteers to engage with event participants

Bike to Shop

General Event Duties:

• Purchase and organize event supplies

Event Production (August 1st, 6th, 20th)

• Staff in-person Celebration Stations in locations in Vancouver, Richmond, and Coquitlam
• Set up and take down Celebration Stations.
• Act as a representative of HUB Cycling to engage passers-by with enthusiasm and friendliness
• Provide cycling resources to passers-by 
• Work with volunteers to engage with event participants

Any other tasks as required for the production of the above events. 

QUALIFICATIONS:

• Highly organized and a lover of details, deadlines, and deliverables
• Willing and able to organize both digital documents and physical supplies
• Friendly, professional, and willing to pitch in to support the team as needed
• Six months + of relevant administrative or event coordination experience
• Good written, interpersonal, and verbal communication skills 
• Good time-management and organizational skills
• Competency with computer software, including Google Suite or similar productivity suites
• Class 5 driver's license and two years of driving history in BC
• Able to lift 20 lbs
• Willingness to work rain or shine
• Flexibility and enthusiasm are key to success in this position
• Prior customer service experience is preferred
• Knowledge of graphic design is an asset (E.g., Canva, Illustrator)

TERMS OF EMPLOYMENT:

• Position Type: Part-time, seasonal 3-month contract position.
• Start Date: Anticipated start date is August 8th, 2023, or earlier.
• Compensation: $24.08 per hour + 6% vacation pay
• Reporting: The position reports to the Event Manager
• Location: Staff will largely be working from home, with occasional meetings at 312 Main St, Vancouver. You will be expected to work onsite setting up and running activations across Metro Vancouver from October 16-20 for the week-of event production (see above). A vehicle will be provided for this week. 
• Time commitment: 10-14 hours per week, ramp up closer to and during the events. You are expected to work on the weekend for the Bike to Shop Celebration Stations (see above) and a total of 40 hours from October 15 to October 20 for the week-of event production (see above).
• Schedule: Hours to be completed between 9 AM-5 PM from days between Monday to Friday. Otherwise, you have flexibility in deciding the hours and days of the week as long as the work is done in a timely manner.

PERKS:

• 6% vacation is provided
• Flexible work environment
• An opportunity to explore and engage with communities across Metro Vancouver

HOW TO APPLY:

Please submit your resume and a brief cover letter to jobs@bikehub.ca in PDF format, with file name format Firstname_Lastname_PTEVENTCOORDINATOR.pdf. Please use the subject line “PTEventCoordinator2023”.
The deadline to apply is July 9, 2023, at 11:59 PM. Please submit your application early, as interviews will be conducted on a rolling basis. We will continue to accept applications until the position is filled. 

We acknowledge that HUB Cycling, through its various projects, operates on the traditional unceded territories of many First Nations in British Columbia.  Learn more about the distinct languages, economic backgrounds, and First Nations communities in regions across British Columbia on this interactive map.