Events and Logistics Coordinator

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Summary of Responsibilities

The Events and Logistics Coordinator is an integral role within the Congress department, in a range of key activities essential to the successful delivery of programs, meetings, and events within CCS and its Affiliates, as well as the annual Canadian Cardiovascular Congress.

Reporting to the Meetings and Events Manager, the Events and Logistics Coordinator’s primary focus is to coordinate different aspects of the CCS events and meeting logistics (in-person, virtual, and hybrid, specifically in managing registration, food and beverage, audio visual, travel and accommodation, and speaker liaison. The successful candidate will also provide assistance for other congress activities and meetings and special events as required.

This position is a full-time and permanent position for the successful candidate. New graduates welcome to apply, additional training provided, if needed.

Responsibilities of the Events and Logistics Coordinator:

Key functions include:

  • coordinates between the CCS and its external CCC Secretariat with all aspects of CCC event logistics (i.e. catering, audio visual, maintenance of lists/record keeping, post event activities, etc.);
  • coordinates CCC housing bureau systems by reviewing systems, site testing, liaising with Housing Bureau provider, troubleshooting housing problems;
  • coordinates and creates all CCS and CCC Banquet Event Orders (BEOs) for various meetings, including the collection and coordination of delegate special dietary requirements and providing to the facility or third-party caterer;
  • contributes to the forecasting, tracking and development of the event budgets;
  • acts as speaker liaison; including travel & accommodations, speaker letters, honorarium, and general inquires;
  • coordinates all logistics of event.
    • If in-person, this includes room bookings, site visits, food and beverage management (BEOs), audio visual management, travel and accommodation, and services provided by local Destination Management Companies (DMC) including entertainment, shuttle transportation, etc.
    • If virtual, this includes liaison with all virtual suppliers, focusing on supporting booking of additional suppliers related to social & networking activities (as required)
  • contributes to the support in contract negotiation, including the tracking of key milestones such as deposit schedules and attrition minimums;
  • coordinates arrangements for VIP guests, key speakers, and executive committee members (i.e. travel, accommodation, meals, gifts, etc.);
  • supports the collection of content for aspects of the CCC Website, bulletins, Online and Final Programs and other conference materials;
  • works with destination marketing organization to promote delegate experience enhancements in conference host city;
  • maintains event calendars, planning tools, virtual platform calendars, and on-site (Congress) boardroom schedules;
  • maintains adequate event signage inventory, orders new signage as required;
  • arranges all shipping of event supplies and materials to/from event sites;
  • create purchase orders, invoices, and receipts as requested;
  • lead the reconciliation of invoices post-events by tracking expenses for event budget reconciliation;
  • compiles historical information for conferences and events, in addition to all other reports;
  • performs data entry and daily administrative functions; and
  • Other duties as assigned on other projects from time to time.

 

Key Competencies of the Events and Logistics Coordinator:

The following attributes are essential in the role include:

Adaptability

  • demonstrates flexibility in day-to-day work and challenges
  • is willing and able to adjust to shifting priorities, ambiguity and change
  • shows resilience in the face of constraints, frustrations, or adversity
  • learns from experience; actively pursues learning and self-development
  • seeks feedback and welcomes unsolicited feedback

Drive & Commitment

  • drives for results and success
  • conveys a sense of urgency and drives issues to closure
  • persists despite obstacles and opposition
  • sets high standards of performance for oneself
  • pursues aggressive goals and works hard to achieve them
  • does what they say they will do

Manages Work

  • approaches work in a methodical manner
  • addresses problems according to priority
  • plans own work and schedules activities so that deadlines and objectives are met
  • manages time and prioritizes work
  • completes tasks and / or knows when to seek help

Member Focus

  • builds effective relationships with members
  • seeks feedback from members to continually improve and add value to products and services

Quality Work

  • delivers quality products and/or services
  • endorses adherence to work instructions
    • achieves balance between need to meet goals and quality

Relationship & Team Building

  • develops effective relationships with others
  • contributes to effective teams that are committed to organization goals
  • fosters collaboration both within team members and across teams
  • uses team members to address relevant issues
  • demonstrates attention to and conveys understanding of the comments and questions of others listens well in a group

Communicates

  • Oral and written communication is continuously improved
  • Provides feedback to others
  • Actively listens to others
  • Communicates what is needed to/from others

In addition, the candidate must be able to demonstrate:

  • strong oral and written communication skills (bilingualism in English and French is a strong asset);
  • experience with events planning and familiarity with logistics for large scientific meetings;
  • strong Microsoft Office, Word, Excel, PowerPoint skills; and
  • knowledge of a not-for-profit organization’s structure, operations and finance systems.

Qualifications:

  • A diploma or degree in event planning or related experience;
  • Up to three years experience in event planning in an association or not for profit environment;
  • MPI/PCMA/CSAE membership or volunteer experience considered an asset; and
  • Bilingualism an asset.

Working conditions:

  • In addition to 35 hours a week, periodic weekend work and attendance at committee meetings as well as the Canadian Cardiovascular Congress is required. The position may be required to travel up to 15 overnight days/year. This position operates under the pressure of performing several activities where priorities may come into conflict.

To Apply for this position: please click on the link below:

https://secure.collage.co/jobs/canadiancardiovascularsociety/27932

 

**Only Applications submitted through the above link will be considered.