Event Coordinator

LIFT - Community Services; Powell River; On-site; CAD 32,000 - 45,000; Part time

Job summary

qathet Academy of Music & Arts in Powell River is seeking an Event Coordinator to manage event logistics, staffing, and on-site coordination for concerts, festivals, and workshops.

The role requires strong organizational and digital skills, ability to work with artists and volunteers, and effective collaboration with staff on event planning and execution.

Qualifications

• Education or experience in event management, arts administration, hospitality, business, communications, project management, or a related field.
• Experience coordinating events, performances, festivals, community programming, hospitality, or arts activities.
• Strong organizational, communication, time-management, and problem-solving skills.
• Excellent attention to detail and the ability to manage multiple deadlines.
• Confidence working independently and taking initiative within established responsibilities.
• Ability to work effectively with artists, staff, volunteers, renters, and members of the public.
• Strong digital literacy, including proficiency with email, calendars, shared documents, spreadsheets, and cloud-based file systems.
• Experience with, or demonstrated ability and enthusiasm to learn, event planning software, project management platforms, ticketing systems, Microsoft 365, Google Workspace, Notion, or similar tools.
• Ability to maintain accurate digital records and use technology to improve event workflows and reduce administrative duplication.
• Experience in performing arts, venue operations, front-of-house, or technical production is an asset.

Responsibilities

• Coordinate event logistics, schedules, room bookings, setup, hospitality, equipment, and staffing requirements.
• Confirm event details with artists, presenters, renters, staff, volunteers, and instructors.
• Maintain event calendars, checklists, production notes, contact information, and shared planning documents.
• Coordinate front-of-house, technical, volunteer, and other event staffing.
• Prepare event-day schedules and provide on-site coordination for Academy events.
• Coordinate event information with administrative and marketing staff.
• Track event-related invoices, contracts, purchases, and expenses for submission to appropriate staff.
• Support James Hall and facility rentals, including access, setup, staffing, and post-event requirements.
• Maintain accurate information in Academy scheduling, event management, and project management systems.
• Develop and improve event templates, workflows, checklists, and planning processes.
• Identify logistical issues early and ensure required follow-up is completed.
• The Event Coordinator supports the planning and delivery of concerts, performances, festivals, workshops, rentals, and other Academy events.
• Working with staff, artists, instructors, volunteers, and renters, the Event Coordinator ensures event logistics, schedules, staffing, communication, and on-site requirements are organized and completed. This is a hands‑on role requiring strong organization, follow‑through, digital literacy, and the ability to manage multiple event details at once.

Skills

Event management

Communication

Organization

Time management

Problem solving

Independent work

Digital literacy

Notion/PM tools

Records management

Arts/performing arts

Education

Experience in arts/event administration

Tools

Event planning software

Microsoft 365

Google Workspace

Ticketing systems

Notion

Job description

Employer: qathet Academy of Music & Arts

Sector: Arts

Posting Date: October 5, 2026

Closing Date: Oct 19, 2026

Location: Powell River/qathet Regional District

Salary Or Wage: $28 per hour

Start Date: As soon as possible

Job Type: Part Time

List of Requirements

The successful candidate will ideally have:

• Education or experience in event management, arts administration, hospitality, business, communications, project management, or a related field.
• Experience coordinating events, performances, festivals, community programming, hospitality, or arts activities.
• Strong organizational, communication, time-management, and problem-solving skills.
• Excellent attention to detail and the ability to manage multiple deadlines.
• Confidence working independently and taking initiative within established responsibilities.
• Ability to work effectively with artists, staff, volunteers, renters, and members of the public.
• Strong digital literacy, including proficiency with email, calendars, shared documents, spreadsheets, and cloud-based file systems.
• Experience with, or demonstrated ability and enthusiasm to learn, event planning software, project management platforms, ticketing systems, Microsoft 365, Google Workspace, Notion, or similar tools.
• Ability to maintain accurate digital records and use technology to improve event workflows and reduce administrative duplication.
• Experience in performing arts, venue operations, front-of-house, or technical production is an asset.

List of Duties

• Coordinate event logistics, schedules, room bookings, setup, hospitality, equipment, and staffing requirements.
• Confirm event details with artists, presenters, renters, staff, volunteers, and instructors.
• Maintain event calendars, checklists, production notes, contact information, and shared planning documents.
• Coordinate front-of-house, technical, volunteer, and other event staffing.
• Prepare event-day schedules and provide on-site coordination for Academy events.
• Coordinate event information with administrative and marketing staff.
• Track event-related invoices, contracts, purchases, and expenses for submission to appropriate staff.
• Support James Hall and facility rentals, including access, setup, staffing, and post-event requirements.
• Maintain accurate information in Academy scheduling, event management, and project management systems.
• Develop and improve event templates, workflows, checklists, and planning processes.
• Identify logistical issues early and ensure required follow-up is completed.
• The Event Coordinator supports the planning and delivery of concerts, performances, festivals, workshops, rentals, and other Academy events.
• Working with staff, artists, instructors, volunteers, and renters, the Event Coordinator ensures event logistics, schedules, staffing, communication, and on-site requirements are organized and completed. This is a hands‑on role requiring strong organization, follow‑through, digital literacy, and the ability to manage multiple event details at once.

Hours and Working Conditions

• The position averages 12 hours per week, with hours varying based on the Academy’s event calendar. The Event Coordinator will be responsible for managing their allotted hours and scheduling their work as needed to meet event requirements, in coordination with Academy staff and established event timelines. Evening and weekend work will be required for some events.
• Hours may be concentrated around major concerts, festivals, productions, and other significant events, with lighter scheduling during quieter periods. The successful candidate should be open to additional hours around major events when required and agreed upon in advance.
• The Event Coordinator will work within established Academy plans, budgets, policies, and programming decisions, with responsibility for the practical coordination and delivery of assigned events.