Events & External Programs Assistant (Casual)

EVENTS & EXTERNAL PROGRAMS ASSISTANT (PART TIME, CASUAL)

Shawnigan Lake School is a vibrant, globally minded boarding school dedicated to holistic student development. We believe that our exceptional staff are the heart of our community, essential to cultivating a nurturing and challenging environment for our students.

For more information about Shawnigan, explore our Shawnigan at a Glance.

JOB DESCRIPTION

This role works with our fantastic Events and External Programs Team to coordinate and implement all Shawnigan Lake School events and external programs. We are looking for a high-energy, collaborative multi-tasker who provides outstanding customer service and is ready to support our team pull off an exciting variety of events and programs. 

Employment Type & Hours of Work: Part Time, Casual, On Call, Year Round.  This position requires flexible availability, as shifts will vary depending on event schedules.  Shifts could be scheduled on weekdays, weekends, early mornings, mid-day, or later evenings.  Peak periods are typically May through October.

Position Start Date: Ideal start in September 2026, though a later start may be considered.

Compensation: Hourly wage of $21 to $24 per hour, depending on the successful candidate’s knowledge, experience, and internal parity.

• A flexible work environment and a nurturing family-friendly workplace.
• A subsidized lunch program to enjoy delicious meals provided on-site.
• Gym access where you can take advantage of our top-notch gym and fitness facilities.
• A focus on Wellness with access to subsidized staff-led wellness activities, including yoga, pottery, spinning, squash, and more.

Shawnigan Lake School is committed to safeguarding and promoting the welfare of children and young people and expects all staff (and volunteers) to share this commitment. Candidates will be required to undergo child protection screening appropriate to the post, including checks with previous employers and a vulnerable sector criminal record check.

CORE RESPONSIBILITIES

Reporting to the Events Team Lead, the Casual Events and External Programs Assistant is responsible for:

• Provide professional and efficient support for events with design, serving, set-up, take down, food delivery and activity support
• Assist with booking venues, equipment, and catering for events
• Ensure all events are planned and delivered to the highest possible standard
• Be on campus to represent the School's interests as needed, i.e., for planning and event commencement
• Oversee student volunteers and others supporting events on campus
• Assist with arranging and booking guest accommodations as needed
• Assist with gathering quotes and making recommendations to the Events Team Lead
• Assist with managing key partnerships with key organisations
• Support including greeting, set-up, and clean up for travelling teams, programs and guests staying onsite
• Promote the School as an attractive and popular destination
• Assist with booking campus facilities and hosting visiting groups as an ambassador for the School
• Coordinate and communicate with all departments offering services for summer events including: Transportation, Food Services, Security, Housekeeping, IT, Recycling etc.
• Assist the Events and External Programs team in planning for the summer events season
• Inspect facilities to ensure they conform to client expectations
• Other duties as required

REQUIREMENTS

Education, Experience & Skills

• Pursuing post-secondary education in Event Planning, Project Management, or a related field, preferred
• Experience or training in supporting Event Planning, Project Management or a related field, an asset
• Flexible to work varied shifts including outside normal working hours (early mornings, evenings and weekends and the occasional split shift, when necessary)
• Physical capacity to lift and carry 25-lbs; stand and walk for extended periods of time
• Valid BC Driver’s License
• Experience working with children from primary up to grade 12
• Experience with a boarding school or campus environment preferred
• Project management skills, beneficial
• Self-motivated individual with demonstrated ability to provide leadership
• Skills in Microsoft Office Suite (MS Word, Excel, PowerPoint) and Google Suite
• A high level of organization and time management skills, along with very good attention to detail
• Proven ability to set priorities and meet deadlines while working under pressure
• Able to work effectively in a team setting or individually
• Flexible and able to adapt well to change
• Able to prioritize and multi-task in a very fast-paced environment
• Comfort in advocating for the School
• Excellent written and verbal communication skills
• Excellent customer service skills
• Excellent interpersonal skills with the ability to nurture and develop relationships
• Proven ability to exercise tact, discretion, diplomacy and good judgment

HOW TO APPLY

To apply, please submit a copy of your resume/CV and cover letter to the attention of Kristy Martin-Hale, External Programs Manager.

Shawnigan Lake School is an equal opportunity employer committed to establishing an inclusive, equitable, and accessible environment for all. All qualified applicants will receive consideration for employment without regard to race, national origin, age, sex, religion, disability, sexual orientation, gender identity or expression, marital status or any other basis protected by applicable law.

We express our appreciation to all applicants for their interest in this position, however only candidates selected for an interview will be contacted.

Position closes when filled.