Position Title: Event Manager

Salary & Benefits: 90-110K, excellent benefits, RRSP match, flexible time off etc.

Location: Preference will be given to candidates in Ottawa ON, but consideration will be given to candidates in Ontario, Manitoba, Saskatchewan, Alberta and British Columbia.

Work Model: remote, hybrid or on site. Some travel required

Additional Notes:

Our client is a well-established non-profit organization with an exceptional mandate and meaningful cause. With a strong internal team, and an external focus on Indigenous causes, this organization works with federal and other key stakeholders to address systemic issues, including fiscal relationships with the government, economic development, healthcare, childcare and family services, education, environmental concerns, veteran affairs, and the promotion and protection of language.

We have an immediate opening for an Events Manager to take responsibility for ensuring the successful planning, coordination, and execution of all meetings and events for the organization. This role requires strict adherence to approved budgets, negotiation with service providers, oversight for travel arrangements, and reconciliation of associated expenditures. The Events Manager will also provide leadership and guidance to the coordinator while working collaboratively with the finance and communications teams to ensure proper marketing and timely invoicing.

Key Responsibilities:

• Oversee logistics for all meetings and events in consultation with various departments.
• Review and negotiate supplier contracts to ensure accuracy, alignment with budgetary constraints, and adherence to agreed-upon terms, including venue contracts, hotel bookings, catering, audio-visual services, and travel arrangements.
• Ensure cost-effective travel bookings while accommodating special traveler requests
• Manage modifications to travel and meeting arrangements promptly and creatively, notifying all parties of any unexpected costs in a timely manner.
• Collaborate with the Events Team to ensure the availability of meeting documents and materials, appropriate venue setup, and the functionality of audio-visual systems.
• Develop systems for tracking participant lists, recording participant expenses and logistics, and documenting special meeting requirements.
• Ensure suppliers are aware of the primary point of contact and that designated on-site representatives are assigned for each meeting.
• Monitor and track meeting costs, providing regular and accurate financial updates to the Finance Department with all necessary receipts, invoices, and supporting documentation while ensuring compliance with corporate financial policies and procedures.
• Submit expenses to Finance to facilitate accurate accounting and timely bill payments for accommodations, flights, and other meeting-related costs.
• Manage high volumes of email communication from internal and external stakeholders related to meetings and events.
• Reconcile invoices after each meeting/event to ensure accurate reflection of logistics and proper project coding.
• Provide support and oversight to the coordinator.
• Participate in the hiring, onboarding, and offboarding of the Events Team.
• Conduct performance management reviews for direct reports.

The ideal candidate will bring a minimum of five (5) years of experience or training in travel, event planning, or logistics. You will have at least two (2) years of experience overseeing staff, including delegating work, hiring, onboarding, offboarding, and conducting performance reviews. A strong understanding of event planning, travel bookings, and meeting organization is essential. The candidate must be proficient in MS tools, and web-based search engines. A minimum of two years of finance-related experience, particularly in supplier contracts, event budgeting, and expense management, is needed to manage the budgets and expenses of the events. Excellent communication skills, professionalism, and the ability to coordinate efforts across various teams are crucial. The ability to manage multiple complex projects in a fast-paced, evolving environment is essential.

This role requires high levels of tact, diplomacy, and discretion, as well as strong judgment, creativity, organizational skills, and time-management abilities. Resilience, adaptability, and the ability to work independently and collaboratively are also key attributes for success in this role. We are ideally looking for an Ottawa based candidate, but consideration will be given to anyone in Ontario, Saskatchewan, Manitoba, Alberta or British Columbia. Preference will be give to local candidates. This position requires flexibility to travel occasionally and work outside regular business hours to accommodate event schedules. The Events Manager will work in a dynamic and fast-paced environment, requiring adaptability and problem-solving skills to ensure the success of all meetings and events.

What will make you stand out:

• Managed and hosted events with 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 national conference planning from coast to coast

Preference will be given to candidates in Ottawa, but remote employees will be considered.  Interested candidates are invited to submit a resume detailing their relevant experience and qualifications to mbranker@recruitinginmotion.ca for more information and further discussion.

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At Recruiting in Motion, we may leverage AI-powered tools in our recruitment process. AI will never reach out to our candidates directly. For personal assistance or more details on our recruitment process, please contact our hiring team.

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