Job Posting: Event Coordinator (Full-time, Permanent)

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

 

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 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. 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.

 

The Opportunity

The Event Coordinator is responsible for assisting with planning and logistics for our events, which includes identifying and maintaining relationships with our supporter community, leading Gift in Kind (GIK) donations, leading on event permitting and station logistics, event volunteer coordination, and leading on event supply inventory and organization. The Event Coordinator reports directly to the Event Manager.

HUB Cycling seeks an Event Coordinator to make the following Engagement Team events possible: Bike Awards, Bike to School Week, Bike to Shop, Go by Bike Week, and other events as needed.

 

Your Key Responsibilities

 

Supporter Engagement and Communications

  • Prospect, manage, and retain supporters (organizations and businesses that provide gifts-in-kind) for all Engagement Team events:
    • Mechanics
    • Food and drink
    • Prizing
    • Event activations
    • Any other in-kind donations
  • Work with supporters to identify other opportunities for them to be involved in our events (if relevant)
  • Lead on Bike to School Week outreach strategy and act as the main point of contact for schools during the lead-up and duration of the event.
  • Increase engagement with current and future GIK supporters to help diversify and attract new audiences to HUB Cycling’s events. 
  • Assist with communications with sponsors as needed
  • Assist with GIK donation organization and inventory 

 

Event Logistics

Physical Components

Support with submitting event permits for Celebration Stations and other in-person activations for Go by Bike Week and Bike to Shop.

  • Lead and schedule community stations and compile community station packages.
  • Source, gather, and organize event supplies, including purchasing, renting, and mailing as needed.
  • Ensure on-site station coordinators have all their necessary supplies/documents.
  • Lead on event prize distribution

Online Components

  • Support in updating all online event schedules and webpages 
  • Leverage supporter relationships to curate a schedule of events, including webinars, workshops, group rides and other events as agreed with the Event Manager

Marketing Support

  • Assist with event communications, including newsletters, social media posts, and website updates in collaboration with the Marketing Manager and Event Manager.

Support on Post-Event Tasks and Reporting

 

Volunteer Support

  • Oversee all volunteer recruitment, management, scheduling, recognition, and training.
  • Lead volunteer communication for events.
  • Lead on event projects that involve volunteers (e.g., data entry, postering)

 

You are:

  • A strategic and driven event coordinator
  • Highly organized and a master of details, deadlines, and 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
  • Good written, interpersonal, and verbal communication skills 
  • Good time-management and organizational skills
  • Comfortable cold calling people and following up with people to get a job done
     

Qualifications, knowledge, and skills 

  • Experience in an administrative or coordinator role
  • Experience in outreach (e.g., encouraging registration or participation) 
  • Experience in 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 Google Suite or similar productivity suites
  • Must be able to lift 20 lbs
  • Committed to the principles of diversity, equity, and inclusion


Bonus points for

  • Familiar with Metro Vancouver’s geography and municipalities
  • Passionate about the role that bicycles can play in building happier, healthier, and more connected communities
  • Experience working with local retailers, BIAs, and/or businesses
  • Familiarity with social media platforms 
  • Experience working on virtual events or community events
  • Experience working with public school systems or a non-profit organization

 

Position details

This is a permanent position starting July 24th, 2023, with compensation of $24.08 - $28.02 an hour, depending on experience. 35 hours per week. This equates to an annual salary of $43,825 - $51,000.

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, with 1-2 days a week in our shared office space at 312 Main Street, Vancouver.
 

Perks

  • Three weeks vacation and an additional ten wellness days annually 
  • Competitive, extended health and dental benefits after three months, fully paid for by HUB Cycling
  • Hybrid work environment
  • Flexible hours and time off in lieu
  • Computer and basic office setup 
  • $500 towards your home office set up and $25 a month towards internet costs (after a 3-month waiting period) 
  • Friendly and supportive coworkers
  • A supportive and inclusive environment where folks from all backgrounds and identities are welcome
  • Complimentary access to a VIP Mobi bike membership
  • Paid professional development opportunities

 

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_FTEVENTCOORDINATOR.pdf. Please use the subject line “FTEventCoordinator2023”.

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.