ASAPA presents

Animethon 26

Aug 9 - 11 / 2019 Edmonton Convention Centre Edmonton Alberta Canada
/ Volunteer / Staff Openings

Staff Openings

Animethon 26 is currently looking for qualified and engaged people to join our ever-growing team! We have several departments in the staff structure that are currently looking for energetic and commited people. Keep checking this page for new positions we will be looking to fill!

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Administration

Administrative Staff

Administration staff will be primarily responsible for Data Entry, and maintaining records leading up too and during the event. Those who apply for this position should take a look at the recommended requirements.

- Must be familiar with computers or Laptops
- Must be able to focus on task at hand
- Great type-writing skills
- Prior experience with any Microsoft Office software (Excel and Word mostly) is recommended
- Have a great attention to detail
- Must be available majority of afternoon to evening on both days of the event.

Human Resources

Personnel Staff

We're looking for friendly and professional people to be a part of our Personnel Team! As Personnel Staff, you'll need to work with our database software and forms to help us maintain administrative records and staff benefits during the event.

Overview:
- Complete tracking forms at event, and collect and confirm data with staff as needed
- Aid in setup and dispensation of staff benefits
- Participate in volunteer tracking and scheduling
- Spot check records and reports daily

Qualifications:
- Great organizational skills.
- Great communication skills.
- Must be detail orientated.
- Experience working with youth is an asset
- Experience with Data Management is an asset

Programming

Guest Staff

The Guest Staff, report to mainly the Guest Relations Manager or assigned North American, International or Overseas Guest Relation Managers. You would be responsible for handling ASAPA’s official Guest of Honours under the Department of Programming. The Guest Staff act as a representative of ASAPA and attend to Guest needs during their stay in Edmonton, including pick-up and drop-off at airport, arranging for transportation during their stay in Edmonton, ensuring contractual obligations are upheld, timely appearance at scheduled functions, ensuring meals and water is arranged, and entertain the Guest with local attractions. The Guest Staff will regularly report updates and status of Guest activities to the Guest Team and notify the specific Guest Manager of any issues/concerns regarding Guest stay in Edmonton, and maintain professionalism at all times while acting as a representative of ASAPA.

Duties & Responsibilities:
Act as the event representative with Guests of Honours.
Ensure Guest(s) contractual obligations and agreed upon schedules are followed.
Ensure all Guest(s) requirements are met, including transportation and meals.
Communicate with Guest Team and provide regular updates during the event of activities.
Arrange for local attractions and activities if time permit and with approval.
Maintain professional image and hygiene at all times.
Assist Guest with presentations and workshops as required.
Handle cash transactions for Guest in local currency as required.

Qualifications:
Ability to speak at JLPT N3 level or equivalent preferred, but not required
Good communication and diplomatic skills.
Good organizational skills.
Excellent knowledge of Edmonton attractions, activities, and restaurants.
Good conflict resolutions skills.
Proficient with messaging and texting on mobile phones.
Must possess a mobile phone with a data plan.
Must be mobile and capable of walking for extended periods of time indoors and outdoors.
Must be available for the entire duration of the Guest stay in Edmonton, beginning on the Thursday prior to the Event date, and the Monday following the Event date.
Must be over the age of 18.
Customer Service experience is an asset.
Class 5 Driver’s License and over the age of 25 is an asset.

Public Relations

Event Merchandise Coordinator

Overview:
- Assists the Merchandising Coordinator in all required duties.
- Helps man the Merchandising table or booth during the event.

Qualifications:
- Good understating of merchandising in regard to Anime and Popular Asian Arts is an asset.
- Good communication skills.

Guest Merchandise Assistant Coordinator

Overview:
- Assists the Merchandising Coordinator in all required duties.
- Helps man the Merchandising table or booth during the event.

Qualifications:
- Good understating of merchandising in regard to Anime and Popular Asian Arts is an asset.
- Good communication skills.

Guest Merchandise Coordinator

Overview:
- Assists the Merchandising Coordinator in all required duties.
- Helps man the Merchandising table or booth during the event.

Qualifications:
- Good understating of merchandising in regard to Anime and Popular Asian Arts is an asset.
- Good communication skills.

Information Desk Staff

As Information Desk Staff you must man the Information Desk day-of the Event and will be the go-to person to answer Patron questions and if you are unable to do so then at least know the right person/place to get that information for the patrons.

Some examples of Frequently Asked Questions can be: "Where are the washrooms?" "Where is registration?" "When is the dance?"

In order to be be staff for this position you must have:

- Great customer service skills (previous experience in customer service is preferred)
- Able to handle stressful situations
- Able to read and understand maps
- Deep understanding of event times, and general layout of venue

Mascot Staff

Overview:
- Wear mascot suit during Animethon and at any ASAPA and Animethon related events as requested.
- Assists, guides, and protects the mascot performer as their handler.
- Cleans and maintains the mascot suit after each use.

Qualifications
- Must be able to carry 20lbs continuously for 60 minutes
- Must be able to withstand closed space and heat
- Must have outgoing and animated personality
- Must be under 5'5" (165cm) tall and be of medium build or smaller
- Attention to detail
- Good communication skills

Merchandise Manager

The Merchandise Manager is the lead on all acquisition, set-up and selling of all Animethon specific merchandise

Overview:
- Manages the Event Merchandise team, Guest Merchandise team, general merchandise staff, and Pin Trading team.
- Participate in determining the types, amount, and designs of merchandise to be made available for the event by working with the event Committee, Designers, and Contracted Artists
- Coordinates and obtains a variety of quotes as required for all merchandise.
- Ensures all ordered merchandise is ordered and received on time and in acceptable condition..
- Track inventory
- Coordinates all aspects of the merchandise table or booth during the event which includes hiring and scheduling of all staff and/or volunteers working there, cash flow, and sales reports.

Qualifications:
- Good understating of merchandising in regard to Anime and Popular Asian Arts.
- Good communication and negotiation skills.
- Good customer service skills
- Good organization skills for managing staff and inventory/sales tracking

Merchandise Staff

Overview:
-Assisting in sales of Animethon exclusive merchandise
-Can handle a POS system
-Must demonstrate a high level of professionalism while dealing with the public and guest

Qualifications:
-Good communication skills and basic math skills
-Some customer service experience
-Open availability during the event is preferred

Photo/Video Assistant Coordinator

Overview:
- Assists the Photography/Videography Coordinator as required.
- Holds all responsibilities of the Photography/Videography Coordinator when they are off-duty or unable to perform their duties.

Qualifications:
- Understanding of event photography/videography or equivalent.

Photo/Video Coordinator

Overview:
- Coordinate all photographer/videographer staff for the event.
- Schedules events to be covered by all photographer/videographer staff.
- Coordinates with the Site department to ensure compliance with all Site and Animethon polices in regards to photography and videotaping during the event.
- Obtains all required rights for the use of photographs and video footage to promote Animethon.
- Organize and deliver all Photographs and video taken for the event and during the event to ASAPA.
- Liaison with any other professional photography/videography groups officially part of the event.

Qualifications:
- Understanding of event photography/videography or equivalent.

Sales Staff

Overview:
-Medium-high commitment volunteer work
-Report to Sales Manager, Assistant PR Director, and PR Director
-Assist the Sales Manager and Advertising Coordinator as required
-Work with them to develop and adjust sales plan
-Cold calling, visiting local businesses in person, email correspondence to sell sponsorship packages, ads, etc.
-Establish and build a professional relationship with business partners

Qualifications:
-Good communication and negotiation skills
-Some knowledge and interest in anime, manga, j-music, and/or gaming
-Access to a vehicle preferred

Social Media Assistant Coordinator

Overview:
- Assists the Social Media Coordinator as required.
- Holds all responsibilities of the Social Media Coordinator when they are off-duty or unable to perform their duties.
- Manage content distribution on social media platforms, including but not limited to Facebook, Twitter, Instagram and YouTube.
- Moderate, monitor, and respond to comments and inquiries on social media platforms
- Man the Social Media table/booth during the event.

Qualifications:
- Requires strong writing, editing and professional communication skills.
- Have an excellent understanding of the community and the culture.
- Is passionate and creative about engaging and attracting audiences.
- Familiar with social media analytic and management tools. (SEO)
- Marketing/Communication or related background is an asset.

Social Media Staff

Overview:
- Assists the Social Media Coordinator and Assistant Social Media Coordinator as required.
- Monitor and respond to comments and inquiries on assigned social media platforms
- Man the Social Media table/booth during the event.

Qualifications:
- Requires strong writing, editing and professional communication skills.
- Have an excellent understanding of the community and the culture.
- Is passionate and creative about engaging and attracting audiences.

Safety and Policy Compliance

Safety Schedule Coordinator

Schedule Coordinators are the administrative backbone of the Safety Team. They handle communications and scheduling for all the safety needs of the event. This is a role of leadership, organization, customer service and much multitasking.

Pre-Event Requirements:
- Monitoring the Safety email to respond to inquiries at a customer service/professional level while maintaining the friendly, open and
fun attitude that is the Safety Team.
- In this leadership role you are required to have a certain level of confidentiality on sensitive issues and will be held to a higher
standard of discretion
- Corresponding with all departments (mostly Programming) to create, organize and maintain a Safety Staff Schedule for the event
- Corresponding with our Safety Staff to gather their availability so that they will be scheduled accordingly
- Update and change the Schedule as required with last minute changes and requests
- Assist with administrative duties as requested by the Director

During Event Requirements:
- Schedule Coordinators are first contact for Safety Staff to Check In/Check Out for and provide staff with instructions and
information for their shifts.
- In this leadership role you will also be first contact for safety issues and concerns and will need to discern the level of authority
required to solve the issue. (Minor Issues – Schedule Coordinator usually handles, Major Issues – Assistant Director/Director
usually handles)
- Again confidentiality and discretion play a major role in this position
- Managing and updating Team Leads
- Monitoring event chats and radios to adjust schedule and be quick to respond for any issues that arise.
- Assist with day-of administrative duties as requested by Director

Site Operations

Site Liaison

Site Liason is the go between from Site Contacts and Animethon Event Contacts. This position requires a Customer Service, Professional and Friendly attitude as you will be dealing with many different people.

Overview:
- Acts as the liaison between Event and all Sites used for the event.
- Obtains additional site choices and quotes as required by the committee.
- Coordinates all space required by the event and all Animethon related meetings.
- Ensures they, or the Assistant Site Liaison, are available at any time during the event.
- Manages Site Liaison Staff

Qualifications:
- Good communication and negotiation skills.
- Well organized and able to maintain good records.
- Experience working with contracts.

Transport Coordinator

Responsible for creating the master schedule for all transportation requirements of the event and
assists the Logistics Manager with ensuring things and people are collected/delivered on time and in a
safe manner. Reports to the Logistics Manager.

Responsibilities:
– Assists the Logistics Manager with construction of the master schedule for transportation
before, during, and after the Event.
– Maintains and alters the main schedule as needed throughout the event
– Coordinates pick up and drop off of equipment, merchandise, and supplies
– Responsible for obtaining quotes from and maintaining relationships with rental companies
– Manage and supervise staff, organize drivers' shifts, and coordinate training
– Assists with load in and load out as required
– Ensure that all Drivers are following local traffic bylaws and maintaining a professional
appearance
– Identify existing and possible future transport issues, develop maps and investigate alternative
routes
– Liaise with the Guest Manager and Communications department to ensure all vehicles are being
used efficiently

Qualifications:
– A logical and systematic approach to work
– Good time management ability and organizational skills
– A commitment to teamwork and excellent interpersonal skills
– Strong problem solving and decision making skills, as well as being able to think laterally and
offer creative solutions
– Experience working with inventory, shipping, or equivalent
– The ability to manage change and handle stress in a fast-moving environment, as well as being
able to cope with standby times/downtime in a constructive manner
– Excellent communication (both oral and written)
– A positive attitude toward external suggestions and continued learning
– Must be able to lift 25 lbs.
– Own PPE/Protective Footwear is recommended, but gloves and hi-vis are available from Site.
– Class 5 Drivers and a clean abstract (preferable)

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