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.