Event Production Assistant

Event Production Assistant

Looking for part-time, on-campus work experience during your studies? The GSS is hiring for an Event Production Assistant for the Winter 2021 term.

SUMMARY

As part of the Graduate Student Society (GSS), you will play an important part in running events and programs for graduate students from social meetups to discussion forums. You’ll provide event support services for GSS events and for GSS clients holding events in Thea Koerner House Graduate Student Centre. The GSS are the stewards of Thea Koerner House and pride ourselves on providing professionally managed events that maintain the building as centre for graduate student life on campus.

ROLES AND RESPONSIBILITIES

  • Setting up rooms for events in the Thea Koerner House Graduate Student Centre, GSS Loft, or any other location of events on-campus
  • Cleaning and clearing rooms after events, including packing equipment
  • Supervising events and acting as the lead building contact should any issues arise
  • Opening and closing of rooms for groups, as well as securing the building after hours
  • Writing summary reports of events about attendance, questions that arose, and any emergencies that occurred during an event
  • Examine venue and equipment post-event, document any damaged items, and take inventory of all items used.
  • Helping with small building maintenance projects
  • Setting up, supervising, and cleaning up after Sports Leagues and programs
  • Comfortable with physical labour and lifting heavy 30 to 50-pound objects
  • Assisting the Events Manager and VP Students in facilitating events on an as-needed basis
  • Other tasks as assigned

TRAINING AND ORIENTATION

  • The student will receive an Orientation to the work of the GSS from the General Manager covering areas like the structure of the team, function of the society as well as practical areas like health and safety.
  • The Events Manager will provide an orientation to our events management activities, any equipment required, access to key venues typical for GSS events, and the job requirements
  • Ongoing training and supervision are provided by the Events Manager

SUPPORT AND EVALUATION

  • The student will work closely with the Events Manager. Ongoing communication, questions, ideas, and suggestions are encouraged. Because you may be supervising events alone, your ideas about how we can make improvements are particularly valuable!
  • At the end of the contract period and after the completion of individual events there will be a general debrief about the role. This is an opportunity for discussion, suggestions for improvements and recognition of successes.

NETWORKING AND MENTORSHIP OPPORTUNITIES

  • Experience working on events, meeting those involved in running events on campus and gathering knowledge from staff.
  • Opportunity to understand more about the work of the GSS and how student run societies operate
  • Meet with partners for the GSS, for example Graduate and Postdoctoral Studies and external clients.

WORKPLACE SKILLS AND PERSONAL DEVELOPMENT

For students interested in working in events management, this role offers practical experience in planning, event set up, and dealing with clients. This work provides hands on experience that relates directly to real world jobs in events.

By the end of the work term, the Event Production Assistant will have gained:

  • Experience of working in a professional office environment (as per public health orders), serving the needs of graduate students
  • Experience of events supervision and logistics
  • The ability to work with a variety of clients in a professional manner
  • Enhanced communication skills by working with a variety of clients in a professional manner and working in a team-setting
  • Increased confidence in leadership skills by taking the initiative on solving clients’ issues
  • Effective time management skills by managing deadlines and learning how to problem solve proactively and prioritize urgent items to meet event deadlines

Experience/skills that are not required but would be considered an asset

  • Experience with event management or event planning
  • Any experience working with audio/visual equipment is an asset (ex. Projectors, speakers, microphones, mixers/amplifiers)
  • Good availability on weekday evenings and some weekends

Start date: September 1, 2021
End date: April 30, 2022

Hourly wage: $15.20 per hour for supervision and $16.49 per hour for set up 

Deadline to apply: August 26, 2021

How to Apply

UBC CareersOnline through the position title and ID number: Event Production Assistant (891790)

Please submit a cover letter and resume (PDF) that details experience and training specifically relevant to the requirements of the position.

The GSS is sensitive to the academic needs of UBC students. Event Production Assistants shifts will be scheduled according to each student’s availability and not at times when employees have classes or exams.

The GSS values a diverse workplace and strongly encourages women, people of color, LGBT+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and other underrepresented groups to apply.

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