Casual Employment

Position: Event Coordinator

Reports to: Director, Sales and Events

Science World is a mission-based, charitable organization that supports the development of STEAM (Science, Technology, Engineering, Art & Design and Math) literacy across British Columbia. Our mission is to ignite wonder and empower dreams through science and nature and our purpose is Science for All.

Our Science for All strategy is to revitalize Science World with a substantial capital plan to replace critical infrastructure, enhance the visitor experience and develop new content across all our channels under the themes of Regeneration of the Planet, Human Health, and Inclusion. Our plan is to ensure that people throughout British Columbia, especially under-represented communities, have access to high quality, informal STEAM learning. Through our onsite, online and outreach programs, Science World seeks to spark curiosity and wonder in STEAM and support development of talent across communities in the province.

As part of our team, you will join a diverse community that acknowledges everyone’s unique talents and empowers people to do what is right for our visitors, our members, our volunteers and each other. You will work in an environment where we believe in developing our employees and growing their strengths, while focusing on our values: Curious, Playful, Inclusive, Relevant and Collaborative.

Position Description

Reporting to the Director, and with direction from the Supervisor, Sales and Events, the Event Coordinator is responsible for day-of-event coordination to ensure a successfully executed event. The Event Coordinator will work closely with external clients and internal stakeholders to ensure all logistical requirements of an event are met on the day. The ideal candidate is a responsible, client-focused, self-motivated team player with a strong attention to detail. This is a casual role and work hours will be dependent on business needs and event bookings.

Responsibilities

• Work directly with internal stakeholders and external clients to provide day-of-event coordination. Act as the primary contact on the day of the event to ensure client requirements are fully understood and ultimately executed during the event
• Adhere to Science World’s Facility Rentals policy and procedures and ensure that all external suppliers and vendors adhere to these guidelines
• Provide day-of-event customer service as needed to ensure client satisfaction and overall success of the event
• Work closely with vendors to ensure deliveries, setup and tear down are properly coordinated
• Confer with the Director and/or Supervisor, Sales and Events to review final requirements and to ensure that the facility is ready for the event as pre-arranged with the client
• Work as the Event In-Charge lead to oversee the event's successful execution on the day of the event
• Work closely with the Event Facilitators to efficiently set up and take down the event, restoring the rented space for next day operations
• Provide basic A/V service and technical support as originally agreed upon with the client, including the setup and operation of the available in-house A/V equipment
• Ensure the security and safety of the venue, staff and guests during the event. Undertake appropriate action in the event of a fire or other emergencies
• Follow prescribed shutdown procedures for each gallery and individual exhibit at the end of the event
• Complete post-event checklist to document all important information from the event, including staff hours, attendance, issues, damages, etc.
• Maintain a well-organized Facility Rentals storage area and report any items that need to be replaced or repaired
• Reply in a timely manner to emails, shifts available, complete timesheets accurately, etc.
• Operate within the philosophy, culture and values of Science World
• Perform other related duties as required to fulfill any changing business needs of this role

Qualifications

• High School Diploma or equivalent

• Experience in event coordination or the hospitality industry preferred

• Excellent customer service and verbal communication skills. Must be able to relate effectively to clients, vendors and colleagues across different parts of the organization

• Possession of Occupational First Aid Level 1 and Serving It Right certifications, or the ability to obtain them

• Basic knowledge of A/V is an asset. The successful candidate must be willing to learn and be comfortable operating in-house A/V equipment with training provided

• Must have a polished and professional appearance and manner

• Able to respond to emergencies calmly and effectively following established procedures

• Flexible and adaptable. Able to troubleshoot and resolve issues that may arise

• Proficiency with Microsoft Office programs

• Must be available to work flexible hours, including evenings, weekends, statutory holidays, late nights and early mornings, as required dependent on event bookings

• Some heavy lifting is required

• Must have access to reliable transportation to attend work during hours when public transport may not be available

This is a unionized position represented by CUPE 1004. The compensation rate is $23.97/hour.

After successfully completing probation, the selected candidate(s) will be eligible to join the Voluntary RRSP/TFSA Plan and receive paid time off (sick, wellness days).

Do you feel you have not met every requirement? Studies have shown that women and people of colour are less likely to apply to jobs unless they meet every single qualification in the job posting.

Science World is committed to creating a diverse and inclusive environment so we strongly encourage you to apply even if you do not believe you meet every single qualification outlined, as you may have transferable skills that would be an asset to our team.

Please apply by Tuesday, August 5, 2025

Please upload a cover letter and a copy of your resume as part of your application

• All offers are subject to satisfactory completion of reference and police criminal record checks.

We would like to thank all candidates. However, only those selected for an interview will be contacted *