Events and External Programs Team Lead

OUR SCHOOL 

Shawnigan Lake School is a leading independent co-educational boarding school for ages 12-18 (grades 8-12) on Canada’s beautiful west coast. Our world-class facilities situated on a stunning 270-acre campus include ten boarding houses, a theatre, film lab, an observatory, salmon hatchery, rowing crew house on the lake, dance studio, state of the art Learning Commons and Library, recording studio, and robotics lab. Our diverse, inter-disciplinary and innovative programming helps shape the next generation of global leaders.

 

EVENTS & EXTERNAL PROGRAMS TEAM LEAD

Employment Type: Full Time, Temporary Leave Replacement (to March 2027 with the possibility of extension)

Position Start Date: Mid-March 2026

Application Close Date: 4pm (PST) Monday, February 9, 2026

To apply, please submit a copy of your resume/CV and cover letter to the attention of Kristy Martin-Hale, Manager External Programs, via the Shawnigan Lake School Careers Page at www.shawnigan.ca/careers

Shawnigan Lake School offers a nurturing, family-friendly workplace. The annual salary range for this role is in the range of $65,000-$69,000.  Starting salary is determined based on the successful candidate’s knowledge, experience, and internal parity.

–  After 3 months employment, a full benefits package, and RRSP with employer-matched contributions, paid vacation, 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.

 

JOB DESCRIPTION

The Events and External Programs Team Lead is responsible for overseeing the successful execution of all Shawnigan Lake School internal events and programs, in addition to supporting external events & programs.  An experienced and collaborative multi-tasker is required, who will provide leadership, direction and outstanding service, while overseeing the success of a wide variety of events, inclusive of their operations and logistics.

With exceptional creativity, organizational skills and vision, the Events and External Programs Team Lead will grow Shawnigan Lake School’s reputation as a world-class leading independent co-educational boarding school. Strengthening relationships with all School departments, outside vendors, event sponsors and other stakeholders, is at the core of this position. Furthermore, the Events and External Programs Team Lead Improves the School’s growth through events that effectively communicate the School’s core values of Curiosity, Compassion, Community and Courage. Together with all Shawnigan staff, will contribute to the delivery of our strategic plan, Project Future.

 

RESPONSIBILITIES

General (staff and student events) and Supervisory & Leadership

·         Oversee and manage the day-to-day responsibilities of the Events and External Programs team

·         Provide on-going feedback to team members, and ensure compliance with HR employment policies, including any grievance or disciplinary procedures, with support from Manager Events and External Programs and Human Resources

·         Take initiative and continually review the master event calendar, internal and external, recommending streamlining processes for current events and suggesting ideas for future events

·         Consult the master event calendar daily and ensure any scheduling conflicts among all school departments are corrected swiftly

·         Lead the planning, coordination and execution of key internal events, for staff and students. This includes (but is not limited to) Opening Day, Founders Day, Board of Directors events, various Holiday festivities, staff gatherings, Graduation and Closing Week.

·         Work closely with each departmental point-person, ensuring each event vision, expectation and outcome are executed to a world-class standard

·         Manage daily communications for the events department including emails, phone and in person meetings.

·         Identify and recommend suitable equipment and other materials for purchase that meet long term strategic purchasing needs for all current and future events

·         Manage a current inventory of event supplies and assets

·         Work with the Purchasing Coordinator, ensuring that all equipment, décor, materials and / or other, are ordered and due to arrive well in advance of the associated event

·         Supports the Manager of External Programs with budget management and planning.

·         Be on campus to represent the School’s interests as needed, i.e., for planning and event commencement etc.

·         Recruit volunteers and lead a strong team to deliver events and logistics

·         Manage event debrief meetings and preparing post event summary reports

·         Provide Communications Department with information regarding events for the School Community and Parents Newsletters

·         Work with the Communications Department to revise and suggest website updates when needed

·         Other duties as required

 

External Events

·         Support partnerships (and Memoranda of Understanding) with key organizations including Rugby Canada and Rowing Canada

·         Actively identify new opportunities to maximize revenue 

·         Advise clients on facility capabilities, required permits, insurance requirements, company policies and procedures, and determine event costs and final settlement

·         Lead the drafting of rental agreements and related draft invoices

·         Oversee guest accommodation bookings, facility use and transportation as needed

·         Review quotes and forecasting

·         Oversee the day-to-day operations and guest bookings for Lecky House and Farmhouse/Pre House

·         Develop Lecky House as a resource which supports educational opportunities for internal and external groups in line with the vision of the original donor

·         Oversee campus facilities bookings and host visiting groups as an ambassador for the School and what it stands for; this includes welcoming groups on arrival, sharing guest expectations and staying connected with them while on campus

·         In partnership with the Human Resources Department, recruit and lead a strong team to support Events and External Programs

·         Work with Accounts Payable to ensure groups are invoiced correctly and payment is received on time

·         In partnership with the Human Resources Department and the Manager Events and External Programs, recruit and lead a strong team to deliver summer programs

·         Market Shawnigan for students drawn internationally, nationally and regionally

·         Other duties as required

 

QUALIFICATIONS, EXPERIENCE AND SKILLS

·         Degree in Event Planning, Project Management, or a related field, preferred

·         5 years events management experience, preferred

·         Ability to supervise a small team

·         Advanced skills in Microsoft Office Suite (MS Word, Excel, PowerPoint)

·         A high level of organization and time management skills, along with very good attention to detail

·         Proven ability to set priorities and meet deadlines and capable of working under pressure

·         Able to work effectively in a team setting or individually

·         Flexible, able to adapt well to change and to prioritize and multi-task in a very fast-paced environment

·         Comfortable in negotiating event contracts and advocating for the School

·         Excellent written and verbal communication skills and ability to work alongside administrative, educational and operational staff in a campus environment

·         Exceptional interpersonal skills and professional presence necessary to interact with and nurture and develop relationships with staff, volunteers, alumni, parents, students, contractors and other stakeholders

·         Proven ability to maintain a high degree of confidentiality and to exercise tact, discretion, diplomacy and good judgment when dealing with confidential and sensitive matters

·         Experience working with children from primary up to grade 12

·         Experience with a boarding school or campus environment preferred

·         Flexible to work outside normal working hours (evenings and weekends and the occasional split shift, when necessary, during peak operational times)

·         Project management skills with an attention to detail and policy

·         Self-motivated individual with demonstrated ability to provide leadership

·         Creative and flexible problem solver

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.

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.

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