Event Production Assistant

Term: Freeland Contract (No less than 6 months)

Experience: 4+ Years

Hours: Hours will vary based on workload - minimum of 15 hours per week

Location: Remote (Canada) or hybrid from one of our offices in Ottawa or Toronto

Compensation: $40-$55 per hour

POSITION SUMMARY:

GLOBE Series is seeking an experienced freelance Event Production Assistant to join us!

GLOBE is looking to expand their event production team and seeking a detail-oriented and proactive Event Production Assistant (min 4 years' experience) to join our team in the production of our GLOBE signature and client events. This role will report to the Senior Director Event Strategy & Production, and will provide day to day support to the Event Producer as well as the Senior Director.

This role is critical in the planning, coordination, and execution of an event and will provide a wide variety support to both the production team and the wider GLOBE team.

This role requires someone who is passionate about event production and management and thrives in a fast-paced environment, is detail orientated, calm under pressure and can work collaboratively with colleagues and event partners. The contract will provide a fixed number of hours over this period at an hourly rate dependant on experience.

ABOUT GLOBE

GLOBE Series is a strategic convener focused on bringing together the innovators and changemakers who are accelerating a clean and inclusive economy. We do this by delivering both our own signature events, including GLOBE Forum and GLOBExCHANGE, and by working with vision and values aligned clients and partners.

Our work empowers companies, thought leaders, clean technology innovators, NGOs, financiers, and senior policymakers to take action towards our vision of achieving a sustainable, prosperous, and socially just future in a generation.

GLOBE is a Certified B Corporation, signifying that our organization meets the highest standards of verified accountability to balance profit and purpose. We are also committed to achieving net zero for scope 1 and 2 emissions by 2030, and net zero for scope 3 emissions by 2040. We've registered this commitment with the SME Climate Hub and we publish regular updates on our progress.

GLOBE Series is part of Profoundry, a collective of like-minded sustainability and climate experts who help organizations create value and have a positive impact on society. Our group includes Delphi, CBSR, and Leading Change, and together we are focused on achieving our vision: a more sustainable, prosperous, socially just future in a generation.

KEY RESPONSIBILITIES:

Meetings & Administration:

• Schedule and organize meetings with internal teams, clients, exhibitors, sponsors, and other stakeholders.
• Prepare agendas, take detailed meeting minutes, and follow up on action items.
• Coordinate logistics for on-site and virtual meetings.
• Coordinate hotel room bookings for GLOBE staff.
• Support in the management of shared workspaces and documents.
• Support in the management and updates of tracking documents.
• Track and manage deadlines for all event-related activities, ensuring timely completion of tasks.
• Assist in the development and maintenance of the event timeline, ensuring all team members are aware of key dates.
• Manage updates and tracking of tasks the production team are responsible for in the project critical path and ensure all team members are aware of upcoming dates.
• Provide regular updates to the Senior Director and Event Producer on the status of tasks and deadlines.
  

Vendor Support:

• Assist in the procurement of vendors such as venues, furniture, décor, AV and other event services and support the management vendor relationships to ensure high-quality service delivery.
• Contribute to the sourcing of sustainable options for all logisitcs, purchased and rented items; such as print (signage, badges etc), lanyards, F&B, trucking/deliveries
• Coordinate logistics and deliverables with vendors leading up to and during the event.

Exhibitor Coordination:

• Assist in management of exhibitors, ensuring all spaces are filled and exhibitors are well-informed.
• Coordinate logistics for exhibitor setups, including booth assignments, setup instructions, and on-site support.
  • Serve as a point of contact for exhibitors, addressing questions and resolving issues promptly.
    

Sponsors Coordination:

• Assist in managing relationships with conference sponsors, ensuring all sponsor benefits are delivered and expectations are met.
• Coordinate with the sponsorship team to prepare and distribute sponsorship materials.
• Ensure sponsor logos, signage, and promotional materials are correctly displayed at the event.

Experiential Activations:

• Assist in the sourcing of, planning and execution of experiential activations to enhance attendee engagement, in collaboration with the program team.
• Coordinate with vendors and internal teams to ensure activations are executed flawlessly.
  

Support with Food and Beverage Logistics:

• Assist in coordinating food and beverage logistics.
• Lead on ensuring all food and beverage menu selections and service types support the GLOBE F&B sustainability requirements and work to develop best practices in F&B related to sustainability.
• Work with caterers and venue staff to ensure all dietary requirements and preferences are met.
• Manage on-site food and beverage services during the event.
  

Research:

• Conduct research to support event planning and execution including integration of sustainability practices and accessibility best practices..
• Provide insights and recommendations based on research findings to enhance event quality and attendee experience.
  

Concurrent Session Setups and AV:

• Collaborate with the program team to understand concurrent session programming goals, outcomes and objectives and help deliver on outcomes through room set ups, AV and other production elements.
• Assist in the setup and coordination of rooms dedicated to concurrent sessions and in support of event and program session outcomes, ensuring all rooms are properly prepared and equipped.
• Coordinate with the AV team to ensure all audio-visual needs are met, including microphones, projectors, screens, and other technical requirements.
• Troubleshoot AV issues during sessions and provide on-site support to speakers and presenters.
  

On Site Support:

• Support on all aspects of onsite production including oversite of AV, furniture and décor install, F&B service, room set ups etc.

*Please note responsibilities may vary depending on experience and the needs of the event.

EXPERIENCE, SKILLS AND COMPETENCIES:

• 4+ years of experience in the events production and management industry.
• Evidenced experience in event production and management.
• Knowledge of AV technology specifications and set up.
• Evidenced experience in working with space planners is an advantage.
• Evidenced experience in working with event vendors including venues, printers, furniture suppliers, F&B suppliers and AV suppliers.
• Evidenced experience in integrating sustainability and accessibility best practices into event design and logistics is an asset.
• Strong project management and communication skills.
• Knowledge of digital event management and delivery platforms is an asset.
• Knowledge of event ticket platforms (such as Cvent) is an asset
• Knowledge of working in Asana is an asset.
• Proficiency in Microsoft suite of products, SharePoint, Teams and other collaboration tools.
• A solid understanding of basic requirements related to event production including health and safety, accessibility and sustainability best practices.
• Must be able to prioritize and handle multiple assignments simultaneously.
• Must possess solid verbal and written communication skills to convey and express thoughts and ideas and to write emails with a professional tone .
• Strong presentation skills to share reporting and recommendations to the senior team.
• Must possess excellent interpersonal skills to be able to work cross-functionally, develop strong and positive internal and external relationships.
• Models a positive, solution-based approach and be flexible and open to change to be adaptable to attendees and teams.
• Ability to thrive on constant change, be self-motivated, personable, and goal oriented.
• Must take initiative and be resourceful, and be able to work independently with suppliers
• Must be an active and discerning listener to identify attendee needs
• Ability to think out of the box and find creative, unconventional solutions when needed
• Must be able to maintain user confidentiality and sign NDA's when needed
• Must be comfortable with travel and working hours outside of standard office hours
• Must be available during standard business hours and flexible for other hours as needed
• Candidates will be required to use their own computer and software.

HOW TO APPLY

Please submit your CV and/or portfolio and an optional cover letter through our career portal powered by Bamboo HR.