Meeting & Events Coordinator

Job title: Meeting & Events Coordinator

Job description: The Opportunity:

Our Ottawa based client, a prominent Canadian advocacy group, is seeking a Meeting and Events Coordinator to join their team. The Meetings and Events Coordinator ensures the successful execution of meetings and events from conception through to completion. Reporting to the Director, Operations, the Coordinator plays a critical role in supporting the planning, coordination, and execution of events and on site meetings, including but not limited to the event logistics, communications, and materials preparation.

What You’ll Be Doing:

• Responsible for event project management, design and execution while leading all project delivery elements within time limits and agreed-upon budget.
• Collect and organize information for travel arrangements, including hotel accommodations.
• Liaise with respective stakeholders, including but not limited to Administration, IT, People & Culture, Finance, presenters, attendees, and service providers to identify their requirements.
• Liaise with external event partners, to coordinate our corporate events.
• Make recommendations and propose ideas to improve the event planning and implementation process and ensure event success.
• Oversee event and meeting project plans, ensuring selection of the most appropriate venue based on size, format, and the established budget for meeting room space, catering, and audiovisual.
• Assist in preparing a variety of publications, materials, and programs for events.
• Liaise with Marketing & Communications teams to promote the event and meet attendance targets.
• Administer calendar placeholders as required to ensure maximum attendance and participation.
• Lead negotiations for space contracts and book event spaces.
• Conduct site visits and make recommendations regarding room layout in order to maximize space and ensure event success.
• Oversee and coordinate the preparation of all required correspondence including delegate binders, meeting materials, and signage.
• Arrange the shipping of equipment and materials to venues.
• Assist with the preparing of budgets and provide progress reports to stakeholders as required.

What You’ll Need to Be Successful:

• Minimum 3 years relevant experience in meetings/event management.
• University degree or college diploma in Event Management, Hospitality, Business Administration, or other related field.
• Bilingual (English and French) is considered an asset.
• Able to work flexible hours in order to be present for each event from start to finish.
• Excellent communication skills, including writing, and proofreading skills.
• Excellent interpersonal skills both in person and by phone, with high professionalism.
• Analytical and problem-solving skills and is detail oriented.
• Outstanding organization skills, ability to multi-task, meet tight deadlines and work under pressure.
• Must display the ability to work independently, prioritizing and setting attainable goals for each event.
• Team-based and flexible, able to serve in varying capacities based on the needs of the organization.
• Excellent customer service and high expectations for quality.
• Skilled in MS Office (Word, Excel, PowerPoint, and SharePoint).

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