Consistently ranked among Canada’s finest, the Oak Bay Beach Hotel was recently voted #1 Hotel in Western Canada by Condé Nast Traveler’s 2025 Readers’ Choice Awards. Nestled on the shores of Vancouver Island, our independently owned luxury boutique hotel features 100 guest rooms, a world-class spa, and exceptional dining — including group events overlooking the Salish Sea.

The Events & Marketing Coordinator is the connective hub of the Sales & Marketing team — a get-things-done role that keeps inquiries moving and the team supported day to day. This role is the first point of contact for all incoming group and event inquiries, routing each one to the right team member. This position also independently manages day meetings from initial inquiry through final invoicing, while also providing hands-on administrative and day-to-day support to the marketing team.

Reporting to the Director of Sales & Marketing, this role ensures inquiries are handled promptly, projects keep moving, and the wider team has the support it needs to succeed.

Responsibilities:

Inquiry Intake

Serves as the first point of contact for all incoming group and event inquiries, ensuring prompt, accurate handoff to the right team member.

- Field all incoming group, event, and meeting inquiries by phone, email, and web form
- Qualify each inquiry, handling day meetings assigned and routing all other groups and event inquiries to the appropriate Sales or Conference Services contact based on inquiry type, group size, and availability
- Log all inquiries and key details in the PMS to ensure accurate, timely follow-up
- Coordinate initial calendar holds and availability checks prior to handoff

Day Meeting Coordination

Owns day meetings from initial inquiry through final invoicing.

- Serve as the primary point of contact for day meeting clients,



managing all communication from initial inquiry to post-event follow-up
- Plan all event details, including room setup, menu selection, AV, and timing, in coordination with Banquets and Culinary
- Prepare and confirm contracts, BEOs, Group Resumes and floor plans
- Prepare and issue final invoices, ensuring accuracy of charges and timely billing and collection

Sales & Events Team Support

Provides administrative and coordination support across the Sales and Conference Services team.

- Prepare and distribute BEOs, Group Resumes, and floor plans as directed
- Schedule and facilitate property site tours and client meetings
- Provide on-site support for events as needed

Marketing Administrative Support

Provides hands-on, day-to-day administrative support to the marketing team.

- Support execution of marketing campaigns across email, website, and social channels
- Coordinate marketing collateral (signage, menus, invitations, guest-facing materials) with vendors and internal departments.
- Ensure all on-property signage and guest communications are current and aligned with brand standards
- Update website content and online listings as directed
- Maintain and organize the marketing asset library (photography, video, templates) and support content capture
- Maintain and update guest engagement materials and seasonal programming

General Department & Administrative Support

Keeps the day-to-day operation of the Sales & Marketing department running smoothly.

- Coordinate the weekly BEO and Group Resume Runs,



including distribution and meeting participation
- Order and manage department supplies and materials
- Maintain organized digital and physical filing systems for contracts, correspondence, and event documentation
- Support the team with general administrative tasks and special projects as required

Scheduling

Maintain flexibility to work diverse hours, including evenings, weekends, and peak periods, based on business needs.

Skills

- Customer service with strong phone/email communication
- Event and meeting coordination
- Organizational skills and ability to multitask under deadlines
- Time management and prioritization
- Strong written and verbal communication
- Opera Cloud proficiency, or comparable software (or willingness to learn)
- Microsoft Office proficiency (Word, Excel, Outlook)
- Basic marketing/content support (email, website, social media, Canva)
- Collaborative, team-support mindset
- Problem-solving and independent judgment
- Hospitality or hotel industry experience preferred
- Sales or conference services background preferred
- Flexibility to work evenings, weekends, and peak periods

Our Values

At the Oak Bay Beach Hotel, we believe in Refining Luxury, Engaging Authentically, Inspiring Wellbeing, Demonstrating Creative Resilience, and Championing Responsible Sustainability.

We welcome those who bring creativity, integrity, and warmth to everything they do — elevating both the guest and team experience through genuine connection, thoughtful innovation, and a commitment to caring for our community and environment.

Pay: $25.00-$27.00 per hour

Benefits:

- Company events
- Dental care
- Disability insurance
- Discounted or free food
- Extended health care
- Life insurance
- On-site parking
- Vision care

Work Location: In person

📌 Events & Marketing Coordinator (Canada)
🏢 Oak Bay Beach Hotel
📍 Canada