Event & Operations Coordinator

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

Job summary

A community-focused organization in Vancouver seeks an Event and Operations Coordinator to ensure successful event delivery and smooth daily operations. Ideal candidates are organized, proactive, and effective communicators. Responsibilities include event planning and operational support. Offered salary is $45,000-$50,000 annually, with flexibility for part-time work and additional benefits.

Benefits

Comprehensive benefits package

RRSP matching program

Paid vacation and time off

Opportunities for professional development

Qualifications

• 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.
• Fluent English required.
• Willingness to obtain a Criminal Record Check.

Responsibilities

• Coordinate all event logistics and vendor communications.
• Act as the primary on-site contact during events.
• Maintain office supply inventory and coordinate maintenance.
• Provide administrative support across the departments.

Skills

Organizational skills

Problem solving

Attention to detail

Communication skills

Familiarity with Microsoft Word and Excel

Experience with marketing tools like Canva

Job description

Open to International applicants with valid Canadian Work permits: No

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.

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 identify 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.
• Will ingness to obtain a Criminal Record Check.

Skills & Competencies

• 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.

Salary: 45,000-50,000

Other Perks/Benefits

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.
• Comprehensive benefits package.
• RRSP matching program, available after 12 months.
• Paid vacation and paid time off Dec 25th- Jan 1st.
• Office located within 55-acre botanical garden.
• Opportunities for professional development.
• Supportive work culture.
• Reimbursement for all approved work-related expenses, including mileage, supplies, and other work-related costs.

Work Environment

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.

Job 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 (VBGA) acknowledges that VanDusen Botanical Garden and Bloedel Conservatory are located on the unceded Ancestral shared lands of the xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Nations. We are honoured to be on the lands where these Nations have lived since time immemorial, and where they continue to maintain stewardship and live in balance with nature.