Event Coordinator - 11 Week Contract

Posted on 21 January 25 by Majella de Freitas

  • Ottawa, ON
  • $25 - $30 per Hour
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Job Description

Our nonprofit client is seeking a highly organized and personable Event Coordinator to cover a maternity leave contract. This position begins in March 2025 and runs through January 2026, starting with an initial 11-week probationary period, with potential for extension based on performance. This role is a hybrid position (2 days onsite) with full-time hours, Monday to Friday.

Key Responsibilities

  • Develop and maintain a meeting checklist to ensure all event components are covered.
  • Coordinate planning for Council, Program, and Committee meetings (in-person and virtual).
  • Collaborate with the executive team to organize two large-scale events.
  • Support annual awards ceremonies logistics.
  • Manage virtual meetings by handling registration, platform setup, test runs, and live event logistics.
  • Serve as the organization’s expert on virtual platforms (e.g., Zoom, MS Teams).
  • Maintain an events calendar, resolve scheduling conflicts, and coordinate promotions with the Communications team.
  • Oversee all logistical aspects of in-person events, including RSVPs, venue arrangements, A/V setup, catering, and vendor negotiations.
  • Maintain inventory of event collateral and signage.
  • Secure hotel blocks, corporate rates, and finalize contracts for meetings and events.

Qualifications

  • Education: Diploma in Event Management, Office Administration, or related field.
  • Experience:
    • 3+ years of administrative or event coordination experience (open to strong administrators without direct event experience).
    • Familiarity with in-person and virtual event logistics (e.g., RFPs, catering orders, hotel/A/V negotiations).
  • Technical Skills:
    • Proficient in MS Office Suite (Outlook, Excel, Word) and Adobe Acrobat.
    • Knowledge of platforms like Zoom, MS Teams, Eventbrite, or similar tools.
    • Experience with Salesforce or SharePoint is an asset.
  • Strong organizational skills with attention to detail and comfort in vendor and stakeholder outreach.
  • Ability to work collaboratively across teams while maintaining a positive and adaptable attitude.

Job Information

Rate / Salary

$25 - $30 per Hour

Sector

Association

Category

Not Specified

Skills / Experience

Not Specified

Benefits

Not Specified

Our Reference

JOB-19863

Job Location