Event Operations Assistant

About Sandra Bettina Weddings & Events

As a long standing, sought after wedding planning and design firm, SBWE is the weddings & event division owned by Sandra of XO & Mane. Both companies share the same values, office, attention to detail and focus on joyful experiences. More about SBWE below:

Founded in 2015, Sandra Bettina Weddings & Events is a boutique wedding planning firm specializing in weddings that embody contemporary luxury with a touch of tradition. With a focus on timeless and personal weddings, we customize and curate elegant weddings for couples in Edmonton, The Rocky Mountains and beyond.

We believe in honouring a couple’s vision while providing expert advice and catering to each client’s unique wishes and needs, personality and style. Most importantly, we know how to throw an incredible party!

Job Summary

Reporting to the Lead Planner, the Events Operations Assistant is a dynamic role offering hands on experience in all aspects of event planning, design and production. With a focus on weddings, this position supports the Creative Director / Lead planner and the Operations Manager throughout the planning and implementation process for various weddings and events, as well as assisting with running the day-to-day operations of the business.

The successful candidate will have a strong eye for aesthetic beauty and above else, have a positive attitude with a desire to learn, and be excited about the opportunity to work in every division of the company including administrative duties, marketing / content creation, design assistance and hands-on event day production.

Job Duties and Responsibilities
Administrative Duties:

  • Maintains organized electronic filing systems
  • Organizes and maintains photo filing system
  • Prepares meeting and presentation materials
  • Assist lead designer with creating design decs
  • Takes detailed meeting notes and coordinates action items accordingly
  • Organizes and maintains comprehensive calendars
  • Coordinates and confirms meetings
  • Prepares itineraries, makes arrangements, and coordinates with parties as required
  • Support and, where required, serve as the key point of contact for vendors, contractors, and other event partners to successfully implement events
  • Assists with general maintenance of job required software and planning documents
  • Works with Lead Planner and Operations Manager on optimizing workflow
  • Transcribes standard operating procedures (SOPs)
  • Scans and files receipts
  • Orders materials, tracks status and coordinates arrival
  • Additional duties as required

Marketing Duties:

  • Assists Operations Manager with shoot logistics
  • Maintains content calendar schedule
  • Writes content captions and optimizes blog posts
  • Shoots footage for social media on occasion
  • Designs, through collaboration, various graphics in Canva
  • Assist with email marketing
  • Execute on provided Pinterest strategy

Event Day Duties:

  • Unboxing decor, inspecting inventory counts and providing quality control
  • Setting and styling tables as outlined by the design specs and assigned by lead planner
  • Finalizing décor details including but not limited to linens, stationery, installs and table details
  • Complete late night or next morning décor teardown
  • Package all décor items including rentals, candles, flowers, and any remaining items
  • Organizing décor items for rental and client pick-up

Miscellaneous Duties:

  • Receive, unpack and organize new inventory
  • Assemble experience gift boxes
  • Assist with gift box (clients, guests, etc.) packing and shipping coordination
  • Run occasional errands
  • Additional duties as required

This Job is for you if you:

  • Have a passion for events and design
  • Are excited to learn and “figure it out” while also receiving ongoing mentoring
  • Thrive when learning new programs and software
  • Are proficient in using Google Suite
  • Have excellent attention to detail and organization skills
  • Can multitask and manage multiple projects and deadlines simultaneously
  • Possess strong interpersonal and communication skills; verbal and written, including spelling, grammar and tone
  • Are reliable and excited about working hard while having fun
  • Have an eye for style and aesthetics
  • Welcome respectful feedback and a collaborative environment
  • Are a team player and don’t operate with a “that’s not my job” attitude
  • Can, on occasion, work evenings and weekends
  • Have your own transportation and valid driver’s license
  • Are under 30 years old (this position is part of the Youth Canada Job Program)

Working Conditions and Hours:

Working approximately 30 hours per week, this exciting position offers a flexible hybrid work schedule with a beautiful balance of work-from-home and at our office in St. Albert.

Please note that examples of your portfolio / work will be requested if you are short-listed during the recruitment process.

The ability to work some long days (10 – 12 hours) and late nights completing physical labour is necessary with the requirement to lift up to 40 lbs.

We thank everyone for their interest and will only reply to those individuals who will be contacted for an interview.

The Fine Print:

This position is part of the Youth Canada Summer Jobs program with a start date of ASAP and end date of August 31, 2024. Possibility of extension to permanent employment for the right candidate is available.

Join the Team

Email resume AND cover letter to

info@sandrabettinaevents.com

with the subject line: Event Operations Assistant

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Excited about working hard while having fun?

Apply today to join our small but mighty team.

We thank everyone for their interest and will only reply to those individuals who will be contacted for an interview.

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