Events Coordinator

Role Description

The Events Coordinator plays a key execution role in delivering Lean In Canada Vancouver Network’s events. Reporting to the VP Events, this role is responsible for translating event plans into action, ensuring tasks are completed accurately, timelines are met, and details are consistently tracked.

The Events Coordinator will also work closely with Events Team Lead to support end-to-end project execution. This includes managing logistics, coordinating with stakeholders, and maintaining a high level of organization across multiple moving pieces.

This is a fast-paced, detail-driven role that requires reliability, adaptability, and a proactive approach to ensuring events run smoothly from planning through execution.

To apply, please fill out the form on Lean In Vancouver's hiring page (https://www.leanincanada.com/opportunities/events-coordinator/).

Responsibilities

• Under the guidance of the VP Events, collaborate with the Events Team Lead to plan and execute events.
• Drafting comprehensive event briefs outlining program details, projected attendee numbers, and ticket sales forecasts.
• Own and maintain detailed event information (e.g., guest lists, RSVP tracking, F&B numbers), ensuring accuracy as details evolve.
• Proactively review event workstreams to identify gaps, missing details, or required follow-ups; flag risks or issues early to the VP Events for timely resolution.
• Provide regular written project updates to the VP Events and other Lean In Vancouver executives two months before event dates to ensure alignment and visibility.
• Oversee day-of venue management, working closely with onsite venue contacts, as well as organizing snacks and beverages for attendees.
• Develop and manage the Run of Show for each event, ensuring all activities are executed on time and according to plan.
• Coordinate with Lean In Vancouver marketing team for the creation of event decks where applicable, ensuring alignment with branding and messaging.

Desired Qualifications

• Passionate about Lean In’s mission, particularly in advancing women’s initiatives and supporting women in their career growth and leadership journeys.
• Demonstrated experience in event execution, with the ability to manage logistics and deliver against timelines.
• Clear and responsive communicator who is able to acknowledge requests quickly, provide updates, and escalate issues early.
• Strong organizational skills with the ability to track and manage multiple moving pieces with attention to detail.
• Excellent interpersonal skills with the ability to build and maintain relationships with stakeholders.
• We invite everyone to apply. Meeting all requirements is not expected, as long as you bring a growth mindset to the role. We will support your learning through a comprehensive onboarding process.

Time Commitment

• Approximately 3-4 hours per week on average. This includes the following ongoing project work, meetings, and event participation. Volunteer hours may vary throughout the year depending on project demands and event schedules.
• Monthly 60-min virtual Vancouver team meeting: only one representative per team needs to be present at these monthly calls. Participation is encouraged.
• Bi-monthly virtual 1:1 meeting (usually 30 mins) with VP Events or Events Team Lead to discuss portfolio updates, priorities, and next steps on a need basis.
• Events team meetings: s.t. VP Events to determine meeting frequency.
• In-person team meetings: These strategy meetings are typically hosted in downtown Vancouver annually. Each session is over 2 hours followed by an optional social.
• Network in-person events: Approximately 2-3 events per year, each lasting about 3 hours. Given the Events Coordinator’s significant engagement with this type of project execution, attendance is encouraged when possible.
• Team socials: Usually twice per year; optional but encouraged if your schedule allows.
• This is a 12-month term role, with the possibility of extension.