Event Manager

Crofton House School; Vancouver; On-site; CAD 70,000 - 85,000; Full time

Job summary

Crofton House School is seeking a Manager, Events & Rentals to lead event operations and manage facilities rentals on-site in Vancouver. The role requires coordinating with multiple departments, vendors, and clients to deliver mission-aligned events and high-quality experiences.

Occasional evenings and weekends are expected to support various school events. The position emphasizes strong organizational, negotiation, and communication skills, with a focus on revenue-generating rental activities

Qualifications

• Bachelor’s degree required or equivalent knowledge.
• 3–5 years’ experience in event planning or related field.
• Experience in leading events and managing rentals.
• Experience with venues, AV vendors, decor, lighting.
• Strong communication, diplomacy, and problem-solving skills.

Responsibilities

• Act as expert and creative events resource for the school community.
• Manage pre- and post-event details and budgets.
• Coordinate with facilities, catering, IT, and vendors for seamless events.
• Liaise with clients to determine rental requirements and produce proposals.
• Manage Master School Calendar and ensure events run on time and budget.
• Lead on-site tours and client communications to generate new business.
• Oversee rental operations, bookings, and client satisfaction.

Skills

Interpersonal skills

Communication

Diplomacy

Problem solving

Organizational skills

Flexibility

Team collaboration

Education

Bachelor's degree in business/communications/hospitality/marketing/public relations

Tools

Microsoft Office

Job description

Crofton House School offers a girl-centred learning environment for students from Junior Kindergarten to Grade 12. Here, students are motivated to strive for their best selves, embracing academic challenge and diverse experiences, guided by staff who know them and believe in them.

Crofton House School fosters a strong sense of community among educators, staff, students, and families. Here, everyone can contribute to the strength of our school– including you.

We offer extensive professional development opportunities, competitive compensation and a comprehensive benefits package. Our 10-acre campus provides modern facilities, as well as beautiful outdoor spaces and a daily connection to nature.

The Manager, Events & Rentals (MER) is an experienced events planner who will provide leadership and outstanding service while overseeing the execution of a wide variety of Crofton House School events and managing facilities rentals.Reporting directly to the Director of Finance, the MER will work closely with all departments in the school, the Parents’ Auxiliary, outside vendors and other stakeholders.

This position must successfully execute on all aspects of events operations and logistics, including supplier relations, committee liaison, registration (with the exclusion of Advancement events), post-event assessment and analysis, all while making sure that all project delivery elements are on time and on budget.

The successful candidate will have strong familiarity managing projects/events through the full cycle combined with excellent analytical skills. You will be both diplomatic and innovative, and foster strong and collaborative working relationships with all stakeholders. A strong communicator, you will work independently, and take initiative while ensuring consistency across the organization. The MER will manage the daily details of each event while always remaining attentive to the big picture.

The MER oversees all aspects of the Crofton House School Rental Program and is responsible for meeting revenue goals, supervising third-party vendors, ensuring exceptional customer service, and managing rental operations and bookings. You will act as the main point of contact for all booked clients/organizations and rental activities, ensuring smooth rentals/events and high client satisfaction.

The MER will take the lead on generating new clients, which includes on-site tours, ad hoc communication, and potential client communications. You will be responsible for creating awareness within the community at large while simultaneously building relationships with different vendors, organizations and consultants.

As the MER you will have strong business acumen, excellent organizational skills, and the ability to understand and react to the dynamic nature and needs of this business.You will strategically use tact and judgement while working with the public, a variety of vendors, and rental clients.

This role is based in-person, from 8:00am – 4:30pm. However, this role requires a high degree of flexibility; frequent evening and weekend work is required to support various events and the operational needs of the School.

This position is not eligible for remote work.

Key Accountabilities/Responsibilities:

Events

• Act as an expert and creative events resource for the school community, ensuring events are consistent with the standard of Crofton House School
• Manage all pre and post event details
• Research suppliers, negotiate quotes, manage contracts and oversee deliverables for all external vendors
• Act as the primary liaison between parent groups or committees, school departments and external vendors, ensuring their needs for all events have been fully met prior to the event
• Manage the coordination of all internal departments, such as Facilities, Catering and IT, to ensure seamless organisation of events
• Coordinate facilities for car parking, traffic control, and security if needed
• Manage and coordinate suppliers and all event logistics (for example, venue, catering, travel)
• Oversee and manage the Master School Calendar to ensure proper scheduling and minimal conflicts between Junior School, Senior School and Whole School/Admin events
• Work closely with departmental point-person (such as Junior/ Senior School staff, Admissions) ensuring event logistics are managed prior to event date
• Responsible for preparing and monitoring event budgets for Head of School Office, and other School events as needed (Not responsible for budgets of Parents’ Auxiliary and Advancement Events)
• Responsible for managing event debriefs and producing evaluations to inform future events
• Provide support ‘leading up to’ and ‘day-of’ for School based events (Advancement events included), as required
• Event planning for the following:
• Parents’ Auxiliary events
• Carol Service
• Parent Speaker sessionsGraduation (working with the Senior School)
• Junior School & Senior School event support
• Head of School / Board event support.
• Other events as needed

Rentals

• Liaise with clients to find out their exact rental requirements
• Produce detailed proposals, contracts and invoices for each rental (including timelines, venue, suppliers, legal obligations, staffing and extra costs)
• Liaise with the communication and marketing department to publicise and promote opportunities to rent Crofton House School facilities
• Handle potential client queries and troubleshoot on the day of the event to ensure everything runs smoothly
• Make sure that insurance, legal, health and safety obligations are followed
• Oversee the dismantling and removal of the event and clear the venue efficiently
• Research new rental opportunities for new clients and events
• Other duties as needed

Qualifications, Experience & Skills:

• Bachelor’s degree in business, communications, hospitality, marketing, public relations, from an accredited university/college or other field from which comparable knowledge was gained.
• 3 to 5 years’ experience in event planning, or a relevant field, especially in producing large-scale events to meet strategic objectives
• Experienced with managing and planning events, preferably in a leadership capacity.
• Extensive experience serving customers/clients in a rental-related operation
• Experience working with venues, A/V vendors, lighting and décor companies
• Exceptional interpersonal skills and professional presence necessary to interact with diverse groups: from donors and senior volunteers, to staff, students, parents and alumnae
• Proven ability to independently plan, manage and execute task and projects with a strategic mindset and minimum supervision
• Willingness to be an active contributor to a collaborative environment and to work closely with colleagues, alumnae, and parents
• High standards of professional ethics, integrity and judgement
• Strong organisational skills with excellent attention to detail and ability to meet tight deadlines
• Flexibility and adaptability in the face of changing priorities
• Proven ability to solve problems creatively
• High degree of diplomacy, confidentiality, discretion and tact
• Excellent written and oral communication skills
• Sound computer skills and experience with Microsoft Office applications applied to the preparation of proposals, reports and presentations
• Understanding of independent school culture an asset

Employment and Application Details:

Please note that applicants must be able to legally work in Canada. Applications will be reviewed as soon as they are received.

Compensation: $70,000 - $85,000 depending on experience.

We thank all candidates in advance. We will, however, contact only those selected for an interview. No phone calls, please.

About Crofton House

Established in 1898, Crofton House has a long history of girl-centred education. Today, the School has over 900 students and almost 200 staff members learning, working and playing on our 10-acre campus in Vancouver.

Our approach supports the whole girl in her social, emotional, physical and intellectual development. Here, girls can discover and pursue their own paths, developing the confidence and capacity to thrive and positively influence the world around them.