Overview

New Car Dealers Association of BC Event Manager – Contract Position Full Time in Richmond, BC

New Car Dealers Association of BC

Branch Richmond BC CA

Position:
Event Manager – Contract Position
Location:
Richmond, BC

This position reports directly to the New Car Dealers Association of BC (NCDA) President & CEO, as well as to the Executive Director of the Vancouver

This position reports directly to the New Car Dealers Association of BC (NCDA) President & CEO, as well as to the Executive Director of the Vancouver International Auto Show (VIAS) on VIAS related duties. This position includes event planning and production, event administration, communications and marketing. Special project assignments are also tasked to this position. This position is directly involved with the Vancouver International Auto Show, Auto Show Gala, BC Auto Industry Conference, Ad-Hoc Workshops/Seminars (BCIT, etc), NCDA Marketing & Communications, and the New Car Dealers Foundation of BC. Vancouver International Auto Show

  • Apply for Business License
  • On-site at Show Office and Show Floor during all move-in, media breakfast and public days
  • Answer OEM, Commercial and Consumer enquiries
  • Work with graphic designer on badges, tickets, advertisements as needed
  • Badges
  • Design
  • Badge registration system set-up
  • Check entries for exhibitors
  • Ticketing –design and order paper shells for on-site machines, website/POS set up, set-up couponing codes, group/student bulk ticket orders, track manual orders, promote ticketing options to members, distribute tickets as needed
  • Issue website log-in credentials to all exhibitors (OEM, Commercial)
  • Prepare OEM contracts
  • Track OEM signed contracts, insurance, floorplans, invoice requests
  • Features & Promos – Source prizing (paid, in-kind and contra) based on LBMG media needs
  • Manage on-site show office, including staffing needs, parking passes, F&B, set-up, signage
  • ShowTalk – Create content, layout, distribute to OEM and Commercial contacts, update contact lists
  • Negotiate preferred hotel rates for public attendees and exhibitors
  • Attend various meetings with suppliers and partners – LBMG, Levy, VCC, VIAS Committee
  • Proof and post forms – Show Rules, Quick Start, Commercial Space Application, Green Ride & Drive space booking, supplier forms (VCC, Bell, Levy)
  • Manage NCDA Show space (Career Corner or similar) – liaise with partners and members, floorplan, organize signage, oversee overall messaging/theme
  • Mailers – for members, exhibitors

Auto Show Gala

  • Collaborate closely with the President & CEO and Committee to develop event content and recruit appropriate speakers/entertainers
  • Coordinate usable event space, arrange food & beverage, order supplies and audiovisual equipment, make travel arrangements, order event signage, and ensure appropriate décor
  • Source photographer and videographer
  • Create and revise room layouts
  • Serve as a liaison with vendors
  • Manage the production of promotional materials including save the date, brochures, website, event programs, tickets
  • Create, Manage and Reconcile budget
  • Create script for President & CEO
  • Create signage and large-sceen graphics
  • Coordinate live auction and/or prizing (fundraising portion for New Car Dealers Foundation)
  • Sell sponsorship and maintain sponsor relationships
  • Develop, Distribute and Analyze post-event surveys
  • Manage ticket tracking list and guest numbers
  • Distribute tickets
  • Prepare seating plans
  • Manage staffing and volunteers for will call, coat check, etc
  • Organize involvement of Salespeople of the Year and Community Driver Awards (see below “Awards” section for details)

BC Auto Industry Conference

  • Collaborate closely with the President & CEO and Committee to develop event content
  • Research and recruit appropriate speakers/entertainers.
  • Negotiations for space contracts and event space, arrange food & beverage, order supplies and audiovisual equipment, make travel arrangements, order event signage, develop screen signage, source speaker and delegate gifts, and ensure appropriate décor.
  • Conduct research, make site visits and communicate with internal and external team to make decisions about event possibilities
  • Source photographer and videographer
  • Create and revise room layouts
  • Serve as a liaison with vendors
  • Manage the production of promotional materials including save the date, brochures, website, delegate packages
  • Create, Manage and Reconcile budget
  • Create script for President & CEO and some Board of Directors
  • Sell sponsorship and maintain sponsor relationships
  • Develop, Distribute and Analyze post-event surveys
  • Manage registration list and attendee numbers
  • Prepare nametags, packages, registration lists, seating plans

Communications & Marketing

  • Vancouver International Auto Show website
  • Assist with updates as needed – posting forms, updating Gala section, ticketing area, badging page
  • New Car Dealers Association of BC Website
  • Liaise with MultiView for advertising
  • Add President & CEO article on a weekly basis, add press releases
  • Post upcoming events
  • Update staff/contractor listing
  • Update Board listing
  • Approve job postings
  • News For New Car Dealers E-Bulletin
  • Source content
  • Edit
  • Create layout
  • Distribute
  • Update contact lists as needed (via ChamberMaster)
  • Sell advertising
  • Add New Member announcements
  • Signals Magazine
  • Liaise with graphic designer
  • Oversee distribution
  • Readership survey (annually)
  • Source/edit editorial
  • Prepare internal content – Auto Show, Conference, Gala, misc.
  • Provide mailing/contact list
  • Liaise with advertisers
  • Rate card distribution
  • Urgent Dealer Messages – layout and distribute
  • Branding – manage logo and brand standards
  • Coordinate the graphic design of some promotional material generated by the organization (work with Membership Manager)
  • Year In Review Supplement – generate content, coordinate the graphic design/printing/distribution

Awards

  • Community Driver Awards – sell sponsorship, create nomination form, create judging process, coordinate judges, distribute nomination form, distribute winner announcement, source awards, liaise with sponsors, create advertisement for Show Guide & Gala
  • Salespeople of the Year Awards – send out letters to OEM/DP/SPOTY, manage RSVP list, follow up on photos and photo release, source awards, liaise with sponsors
  • Certificates and celebration planning for Lifetime Achievement Awards recipients

Membership

  • Work closely with the Automotive Leaders of Tomorrow (ALOT) Committee
  • Schedule and attend meetings
  • Assist with special projects
  • Organize social events (i.e. golf days)
  • Obtain sponsors for all events
  • Prepare and distribute survey(s) for members
  • Membership contact updates – update through ChamberMaster, run reports as needed
  • Ad-hoc membership projects (membership directory booklet)
  • Wages & Compensation Survey – Western Compensation & Benefits
  • Occupational Health & Safety Manual – update as needed, track sales

New Car Dealers Foundation

  • Online Auction
  • Attend meetings
  • Create, edit and distribute eblasts
  • Solicit donations
  • Post details to NCDA website
  • Special Olympics BC
  • Use various platforms (events, communication pieces) to promote NCD & SOBC partnership
  • Coordinate event fundraisers (live auction, watch draw)
  • CarCareerBC Education Grants
  • Update application form
  • Promote grant to Members (through website, Signals, NFNCD)
  • Manage applications
  • Work with Committee on evaluation
  • Notify all applicants
  • Collect information from recipients to create cheques
  • Coordinate cheque presentation with Board Member (including photo op)
  • Georgian College Scholarships – liaise with GC
  • Vancouver Island University – liaise with University
  • Establishing new awards with other post-secondary institutions

Education & Training Special Project

  • Videos
  • Website & job board
  • Brochures
  • Education & career fairs
  • Automotive Management Workshop program with BCIT
  • Assist with BCASA (BC Auto Careers), liaise with ARA as needed

Ad-Hoc

  • Ad-hoc events (full event process) – BCIT Management, eVo, CASL Workshop, HR Workshops
  • Ad-hoc projects/events
  • Ability to cover for Office Administrator when needed (answer phones, check email, check voicemail, coordinate couriers, order supplies, take board minutes)
  • Board meetings & retreat – venue
  • AGM – space booking, floor planning, sponsorship
  • AGM reception – space booking, F&B, signage, sponsorship
  • Board gifts/certificates for retiring directors
  • Staff holiday party, birthday luncheons, retreat

Skills & Experience

  • Marketing and/or Events Program Degree or Certificate, or equivalent
  • 5+ years of experience
  • Experience working with and reporting to Board of Directors and Committees an asset
  • Excellent written and oral communication skills
  • Strong interpersonal skills
  • Organizational ability & concern about time management
  • Ability to multi-task
  • Ability to work both as part of a team and independently

Misc

  • Regular work hours: Monday thru Friday, 9am to 5pm with a 1-hour lunch break
  • The NCDA office is based in Richmond, BC. Some off-site work (i.e. event days) is required and might involve some travel within BC.
  • Evening, weekend and overtime work may be required during event days, or as needed
  • Up to $5,000 monthly salary, based on experience, with bonus to be awarded at the end of the contract, based on performance
  • Start date: January 15, 2017
  • End date: March 30, 2018

Only successful applicants will be contacted for an interview.

Job Type: Full-time

Salary: $5,000.00 /month

Required education:

  • Diploma/Certificate

Required experience:

  • Marketing Communications: 5 years
  • Event Management: 5 years

or proceed with Standard Application Form.

Employment Type: Full Time
Location: Richmond, BC, CA
Posted on: 2016-12-05
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