Position Title: Event Coordinator

Location: Ottawa, ON

Work Model: Hybrid - 3 days per week onsite

Additional Notes:

Our client represents and advocates for a distinct Indigenous people with a rich cultural heritage and a unique history. It works to promote the rights, interests, and well-being of its members, ensuring their voices are heard on issues that matter most to their communities. The organization engages in a wide range of activities, including advancing cultural preservation, fostering economic development, supporting education and health initiatives, and addressing historical, political, and legal challenges. Through collaboration with stakeholders at local, national, and international levels, it seeks to create meaningful opportunities, preserve traditions, and support the aspirations of its people while contributing to a stronger, more inclusive society.

As the Event Coordinator, you will work under the supervision of the Events Manager and Senior Director of Administration to ensure seamless travel, logistics, and administrative arrangements for meetings, conferences, symposiums, and other events. Your expertise will contribute to delivering productive, cost-effective, and memorable experiences for staff, Governing Members, and external stakeholders.

You’ll collaborate closely with internal teams and external partners, all while advancing the mission and values of our organization.

Key Responsibilities:

• Event Logistics Management: Plan and coordinate logistics for meetings and events, including maintaining participant lists, managing special requirements, and ensuring smooth execution.
• Travel Coordination: Arrange travel for staff, Governing Members, and stakeholders, addressing changes promptly and aligning with budget and policy.
• Vendor & Supplier Management: Identify venues and suppliers, negotiate contracts, and ensure all terms are accurate and budget compliant.
• Financial Oversight: Track and reconcile event expenses, manage invoices, and work closely with the Finance team to ensure timely payments.
• Stakeholder Support: Serve as a point of contact for participants, addressing inquiries and ensuring a positive experience for all attendees.
• Event Materials & Setup: Collaborate with internal teams to prepare meeting materials, set up venues, and manage on-site logistics.
• Process Improvement: Provide insights to enhance event planning processes for increased efficiency and effectiveness.

The ideal candidate for the Event Coordinator role is a highly organized and adaptable professional with at least three years of experience or training in event planning, travel logistics, or a related field. A high school graduate with a solid understanding of event planning, travel bookings, and meeting organization, the candidate is proficient in Excel, MS Word, Outlook, and web-based tools. They bring a minimum of two years of financial experience in supplier contracts, budgeting, and expense management.

This role requires exceptional communication skills, with the ability to engage professionally and courteously with management, employees, media, and the broader community. The ideal candidate can coordinate efforts across teams, presenting a unified message while managing multiple projects in a fast-paced environment.

Knowledge and understanding of the organization’s membership and mandate is highly valued. Key attributes include excellent judgment, creativity, resilience, and adaptability, as well as superior organizational and time-management skills. Candidates must demonstrate discretion, tact, and diplomacy, working both independently and collaboratively as part of a team. This is a dynamic role that requires availability outside regular office hours to handle urgent travel disruptions or schedule changes. Must be willing to work on site in Ottawa ON.

What will make you stand out:

• Coordinated events with 20-200+ attendees
• Proven experience working with stakeholders, business leaders, government officials, and members of the organization in a sensitive and diplomatic fashion
• Exceptional multi-tasking skills, and proven collaborative approach to working with cross functional teams
• Experience with coordinating schedules and events across Canada

Interested candidates are encouraged to reach out to Crystal at cheatlie@recruitinginmotion.ca

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