Bilingual Member Engagement and Event Planner

Position Overview

The National Payroll Institute (“Institute”) has an exciting opportunity for a Bilingual Member Engagement and Event Planner in our Events Management department. This position focuses on supporting the team to deliver exceptional member experiences by delivering events and programs that deliver tangible value to members. This requires the thoughtful and creative curation of unique activations that align with the Institute's strategic plan.

The Bilingual Member Engagement and Event Planner is also responsible for ensuring that the relationship between the Institute and volunteers remains a priority. This includes planning and execution of annual strategies for the volunteer engagement that may consist of initiatives, volunteer-led events, and cross-departmental collaboration on volunteer communications.

What you will be doing:

Event Planning, Management and Execution

The Bilingual Member Engagement and Event Planner will collaborate with the Team Lead, Member Engagement and Conference Producer (“Team Lead”) to ensure the efficient and effective delivery of events, including signature events.

• Support the development and implementation of signature event strategies.
• Responsible for in-person event planning and administration, including the negotiation of contracts and liaison with key vendors, project critical paths and checklists, and “on-the-ground” event delivery.
• Identify opportunities for innovations leading to increased member engagement through events.
• Share best practices with Events Coordinators
• Ensure execution of signature events are run as effectively and efficiently as possible.
• Identify cost savings options that do not affect the member experience at events.
• Plan and oversee on-site logistics for events (set up, tear down, speaker/volunteer coordination etc.). During the event, lead registration efficiency, guest comfort, efficiency of the service staff, and address any issues that are identified.
• Recommend and source creative venues and speakers to elevate the member experience and align to organizational priorities through events.  
• Manage the production of event-related sponsorship deliverables and recommend value-added opportunities within existing events to the Director of Corporate Development and Events Management
• Collaborate cross-organizationally with multiple internal stakeholders responsible for building content and ensure alignment and timelines are met
• Assess post-event evaluations, analysis and provide enhancement recommendations to the Team Lead
• Plan and execute in-person professional development sessions across the country

Volunteer Engagement

• Development of annual volunteer (branch and regional council) engagement plans (including measurement and reporting) for review/approval by Team Lead
• Collaborate with and support volunteers (branch and regional council) to execute the annual plan objectives.
• Identification and recruitment of new branch and regional council members
• Attend regional branch and regional council meetings.
• Ensure required volunteer administration processes and timelines are followed.
• Coordinate volunteer support for events with the Volunteer Coordinator
• Actively engage with Volunteers and address any Volunteer concerns that may arise while escalating more critical issues to the management team for consideration.
• Act as an Institute ambassador by actively promoting Institute products, volunteer opportunities and services at seminars, events.
• Ensure all Institute event stakeholders are treated in a consistent, professional and equitable manner.
• Collaborate with the Volunteer Coordinator to ensure members who volunteer have a positive experience.

Consultative / Subject Matter Expertise

• Participate in intra-departmental and cross-departmental strategic brainstorming and assist with concept development by providing colleagues with essential data and insights.
• Provides consultation on customer experience optimization and best practices.
• Effectively presents insights and completed work to members of the management team.

Financial

• Track budgets for events and manage invoice tracking to ensure all payments are completed in a timely manner and brings attention to any expense variances.
• Report any financial tracking concerns to the Team Lead for resolution.

Some of the qualifications and skills we are looking for include:

• Fluent in English and French
• Certified Meeting Planner (CMP) designation is required.
• Post-secondary education – College diploma or Bachelors’ degree in Event Management, Hospitality, or related experience.
• Minimum of five (5) + years’ experience in event management is preferred.
• Demonstrated ability to coordinate in-person and on-line events successfully.
• Volunteer management experience considered an asset.
• Knowledge and experience of project management and, or event planning processes and procedures.
• Intermediate knowledge of MS Office: (Excel, Word, PowerPoint, Outlook, CRM systems) social media, and online platforms.
• Willingness to upgrade skills to be consistent with the position’s requirements and career development opportunities.
• Strong relationship management skills with internal or external stakeholders.
• Demonstrates a strong sense of urgency.