Events Planner and Strategist

Position Type:            Event Planner

Terms:                           Full-time

Starting Salary:              Commensurate with experience

Apply by:               Nov 15, 2022

Start Date:                       January 2023

Number of positions:    1

Working Environment: Virtual, from home office within Canada

CAIS (Canadian Accredited Independent Schools) is a national not-for-profit organization committed to continual school improvement through the advancement of standards, support, and a strong Canadian network. CAIS includes 94 schools in Canada and Bermuda that undergo a reflective and collaborative school improvement process, meet National Standards, and participate in research and professional development.

We take great pride in offering top-level programs and support to member schools, so we are searching for a self-motivated team player with an eye for detail and exceptional organization skills who enjoys working with a small and flexible virtual team. Full-time CAIS employees receive retirement support and can participate in the employer health and dental benefits program at the conclusion of a three-month probationary period. While the employee may be based anywhere in Canada, employment agreements will follow Ontario provincial law. 

The CAIS Professional Learning team organizes two major national conferences each year, regional events for professional learning and student leadership, and regular online webinars to support schools across Canada. The Events Planner and Strategist reports to the Executive Director to ensure the successful planning and running of events for school leaders independently and in coordination with the Director of Professional Learning. 

CAIS is strongly committed to diversity within its community and welcomes applications from individuals who identify as members of Indigenous and racialized communities, 2SLGBTQIA+, persons with disabilities, or others who may contribute to the further diversification of ideas.

Position Responsibilities include:

  • Sponsor Management

    • Raise funds through the sale of sponsorship packages for conferences by targeting companies and organizations that have synergy with the CAIS brand

    • Create and update Sponsorship Prospectus annually

    • Fulfill sponsor benefits and maintain ongoing communication to ensure stewardship of relationship

  • Event planning for online and in-person events

    • Develop and manage event programs and comprehensive critical paths and task lists for CAIS leadership and professional learning events

    • Risk management: Anticipate and troubleshoot problems during planning and delivery of events

    • Conduct venue searches with CAIS partners, complete site visits and venue contracting based on event requirements including risk management

    • Organize registration and smooth running of online events like webinars and provide technical support

    • Create and distribute promotional material, thank you cards and gifts for conference organizers and speakers

    • Make recommendations to improve event efficiency and effectiveness

    • Collaborate with the Business Coordinator to establish and monitor event budgets, including cost projections and strategies for cost-savings

  • Committee and Speaker Management

    • Liaise with the Executive Director and planning committee members for the events, prepare agendas, arrange logistics and follow up to meetings.

    • Liaise with the Director of Professional learning to support Leadership Institute (LI) programs and student leadership conferences. 

    • Investigate availability of speakers and costs. Secure speakers, organize speaker agreements, and biographies and maintain ongoing communication

    • Manage the relationship with speakers to ensure that they know the mandate of the conference and complete their responsibilities including speaker agreement, biographies etc. 

  • Venue & Vendor Management

    • Manage venue contracts to ensure contract clauses, room blocks and concessions are fulfilled

    • Coordinate room sets, assign meeting rooms, create banquet event orders, final guarantees and food restrictions 

    • Manage onsite logistics for registration, show running, venue management and sponsor management.

    • Develop professional relationships with suppliers (AV, Catering, entertainment, off-site venues) to negotiate pricing, quality and timely delivery of service contracts as per contractual agreements. 

  • Attendee Management

    • Collaborate with CAIS Communication and Marketing Coordinator to create and implement a marketing plan with input from CAIS team and planning committee

    • Create communications for CAIS website and event app in collaboration with CAIS Marketing and Communications Coordinator. 

    • Manage registration for CAIS events through online registration forms and generate timely data for planning and invoicing. 

    • Respond to all attendee questions in a timely and effective manner

    • On-site management of registration including badges, delegate lists, workshop session attendance, meal lists etc. 

Skills needed for success:

  • Excellent project management skills with the ability to manage and prioritize multiple conflicting priorities

  • Able to work independently 

  • Excellent organizational skills; able to work under pressure to meet deadlines

  • Financial budgeting and mathematical abilities

  • Proven negotiating skills

  • Able to quickly identify a problem and seek creative solutions, while still adhering to policies and procedures

  • Demonstrate sound judgment and make appropriate decisions under pressure while maintaining a calm focus during hectic periods

  • Exhibit a professional attitude and image with a commitment to quality service, compliance and ethics 

  • Highly developed interpersonal skills with a proven track record of working in a team environment, and in initiating improvements to service quality, productivity, and the effectiveness of systems and processes

  • Able to maintain confidentiality and discretion

  • Excellent written and oral communication skills with strong editing and proofing abilities

  • Technical proficiencies on Mac, Google Suite, SLACK, Microsoft Office, portal software systems and various internet-based applications including virtual meeting and events platforms

  • Data management and research skills to support event(s) success. 

  • Occasional domestic travel will be required

Education and Experience:

Training as an event planner or experience with event planning is required for this position. A university degree or college diploma in Event Management, Communications or a related program. CMP or DES designation is an asset.  Strong knowledge of virtual platforms, marketing, and registration programs is preferred. 

You will stand out if you:

  • have experience or enthusiasm for adult professional learning

  • are able to deliver stand out experiences for school leaders and educators

  • have experience working as part of a virtual team

  • are enthusiastic and passionate about running engaging events

To Apply: 

Interested candidates are asked to send a cover letter and resume to hr@cais.ca by November 15, 2022.  

We are actively engaged in building a more diverse community and encourage all qualified applicants to apply. Pursuant to the Accessibility for Ontarians with Disability Act, if you require accommodations at any time throughout the application process, please contact tnolan@cais.ca prior to the closing date so the appropriate arrangements can be made.

We thank all candidates in advance. We will, however, contact only those selected for an interview.