Event & Operations Coordinator

Vancouver Botanical Gardens Association; Vancouver; Hybrid; CAD 45,000 - 50,000; Full time

Job summary

A local nonprofit organization is seeking an Event and Operations Coordinator to manage events and administrative tasks. This entry-level full-time position offers an annual salary of $45,000-50,000. Key responsibilities include event planning, logistics coordination, and providing support across departments. The candidate should have strong organizational and communication skills, along with a proactive approach. Some flexibility for part-time hours and potential for remote work available.

Benefits

Annual salary $45,000-50,000

RRSP matching program

Paid vacation

Supportive work culture

Qualifications

• 1-2 years’ experience in event coordination or planning.
• Valid driver’s license and access to a vehicle.
• Exceptional organizational skills with the ability to manage multiple priorities.

Responsibilities

• Collaborate with teams to develop event concepts and timelines.
• Coordinate all event logistics and act as primary on-site contact.
• Provide administrative support across Operations and Philanthropy departments.

Skills

Event coordination

Organizational skills

Communication skills

Problem solving

Team collaboration

Tools

Microsoft Word

Microsoft Excel

Canva

Job description

Organization overview

The Vancouver Botanical Gardens Association (VBGA) and Vancouver Board of Parks and Recreation (Park Board) are joint operating partners of VanDusen Botanical Garden and Bloedel Conservatory. The VBGA is a charitable organization that offers membership, education, volunteer, and fundraising programs to support the Gardens, and fulfills our mission to inspire generations to conserve, protect, and enhance the natural world. To learn more about our organization, visit our website.

Position overview

The Event and Operations Coordinator ensures the successful delivery of organization-wide events and the smooth functioning of day-to-day operations. Reporting to the Philanthropy and Operations Manager, this position supports event planning and execution across departments, while also assisting with the administrative and operational tasks that keep the organization running efficiently. The ideal candidate is highly organized, proactive, and adaptable, with a strong work ethic and a collaborative, friendly approach. Thriving in a dynamic environment, they take initiative, and bring a calm, solutions-focused attitude to both planning and problem-solving. This is a hands-on role suited to someone who enjoys variety, teamwork, and making meaningful contributions to a mission-driven organization.

What we offer

• Permanent, full-time position with flexibility to accommodate part-time hours if preferred.
• Annual salary $45,000-50,000, commensurate with experience and adjusted proportionally if part-time hours are preferred.
• RRSP matching program, available after 12 months.
• Paid vacation and paid time off Dec 25 – Jan 1.
• Office located within 55-acre botanical garden.
• Supportive work culture.
• Reimbursement for all approved work-related expenses, including mileage, supplies, and other work-related costs.
• 35 hours a week, with flexibility to accommodate less hours if preferred.
• Primarily onsite with some opportunity for remote work.
• Occasional weekend or evening work required.
• Free onsite parking available.

Responsibilities

• Collaborate with various teams to develop event concepts, timelines, and promotional strategies.
• Coordinate all event logistics, including planning and vendor communications, leading onsite set-up and tear down.
• Act as the primary on-site contact and coordinator during events, ensuring smooth execution and addressing any day-of needs.
• Develop comprehensive and meticulous event plans, managing timelines, scheduling dates, and tracking expenses.
• Collect and deliver event-related items.
• Conduct post-event evaluations with department Managers to identify event successes and areas for improvement.
• Maintain office supply inventory and coordinate maintenance and repairs.
• Provide administrative support across the Operations and Philanthropy departments, assisting with file organization, data entry, onboarding, and issuing tax receipts.
• Schedule internal staff meetings and training sessions, manage shared calendars and support with distributing policies and resources.
• Serve as backup to the Board Liaison, ensuring seamless support for Board operations during absences.
• Assist the Philanthropy & Operations Manager with other tasks and duties as required.

Qualifications & experience

• 1-2 years’ experience in event coordination or planning.
• Valid driver’s license and access to a vehicle.
• Physical ability to lift or move items as needed and comfortably navigate the Gardens.
• Professional and effective written and verbal communication skills; fluent English required.
• Experience working in dynamic or multi-functional roles, both independently and as part of a team.
• Previous administrative experience or familiarity with an office environment is an asset.
• Willingness to obtain a Criminal Record Check.
• Exceptional organizational skills, with the ability to manage multiple priorities and meet deadlines.
• Creative and confident approach to problem solving, navigating challenges independently and remaining adaptable when responding to changing priorities.
• Acute attention to detail and an eye for accuracy.
• Strong work ethic and dedication to delivering high-quality results.
• Strong interpersonal and communication skills, with a friendly and professional demeanor.
• Calm, efficient, and proactive presence during event setup, coordination, and teardown.
• Familiarity with Microsoft Word and Excel.
• Experience with basic marketing tools like Canva is considered an asset.
• Willingness to obtain a Criminal Record Check.

Application process

Please submit your resume and cover letter to VBGA Recruitment: [e-mail]

Interviews will be conducted on a rolling basis. We appreciate the interest of all applicants; however, only those considered for the position will be contacted.

The VBGA is committed to employment equity and diversity and encourages applications from all qualified candidates, including people of any sexual orientation, gender identity or gender expression; Indigenous peoples; visible minorities and racialized people; and people with disabilities.

The Vancouver Botanical Gardens Association acknowledges that VanDusen Botanical Garden and Bloedel Conservatory are located on the unceded ancestral lands of the xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Nations, and we are honoured to be on these lands and to work in balance with nature.

Seniorirty level

• Entry level

Employment type

• Full-time

Job function

• Management

Industries

• Education Administration Programs