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Event Management Specialist

1 month ago

Montreal, Canada AY Talent Full time

Reporting Relationships: This position reports to senior leadership (TBC)


Position Mandate: The Events and Experiences Manager will collaborate with fundraisers and the communications team to craft and implement cultivation, fundraising, and stewardship events across Canada and overseas to raise awareness and support for our world-renowned client whose research institute is based in Israel.

Key Responsibilities will include :

  • Work with fundraising and operations to develop an annual events calendar aligned with funding priorities
  • Identify goals and objectives for each event and manage an evaluation process to measure success
  • The development and event planning of approximately 15 event programs annually across Canada. This includes researching and presenting appropriate venues, negotiating contracts for all suppliers, travel and accommodation logistics, working with their internal communications team for the invitation and RSVP process, dietary needs, transportation, and logistical requirements for all events.
  • Work with volunteers and committees to deliver goals and objectives
  • Work with colleagues to manage traveling scientist events, organize VIP visits on campus, and represent Canada in the organization of all international events
  • Work closely with scientists and other speakers to ensure that presentation needs are met, and with AV suppliers to ensure appropriate technical and staging needs are in place
  • Collaborate with content production colleagues and suppliers to create video content for events as required
  • Proactively identify new ways to improve the event experience, including but not limited to technology, mission integration, and communication
  • Take a leadership role in meetings as required, preparing documentation for meetings, and ensuring timely follow-up on action items
  • Develop and manage accurate budgets
  • Prepare and deliver post-event evaluation reports, highlighting successes and opportunities for improvements


Competencies :

Leadership

  • Sound judgment and decision-making skills
  • Demonstrates effective organizational leadership.
  • Ability to assess situations realistically
  • Encourages team members toward team goals, embodies and inspires a solution-focused approach to event management
  • Support team processes and promote harmony among team members
  • Demonstrate flexibility toward new approaches and take informed risks

Initiative

  • Looks for opportunities to improve the workplace and recommends needed change
  • Autonomous, acting and taking responsibility to complete what is necessary in the absence of being given specific direction
  • Self-starter and team player – willing to at times step outside job parameters to get the job done well

Excellence

  • Consistently accurate and thorough
  • Effectively juggles multiple tasks, work demands, and shifting priorities positively, ensuring deadlines are met
  • Demonstrates professionalism, confidentiality, and commitment to our client

Critical/Analytical Thinking

  • Ability to conclude from relevant or missing information
  • Strong problem-solving skills

Effective Communication

  • Adapts communication for the audience to optimize understanding
  • Clearly and appropriately expresses information and his/her desires or needs

Collaboration / Teamwork

  • Excellent communication skills to keep colleagues, management, committee members, and donors in the loop on events as they develop
  • A desire to build positive working relationships with members of the team
  • Demonstrates knowledge of, or interest in knowing what other team members do
  • Values the opinions of others and is open to divergent points of view
  • Willingness to wear multiple hats, to support the team, when necessary.
  • Demonstrates knowledge about the interconnectivity of his/her procedures with those of other team members


Job Requirements:

  • Curiosity and passion
  • Ability to work both independently without close oversight, and as a team player who will productively engage with others at varying levels of seniority within and outside the organization
  • 3-5 years of event planning experience
  • Possess an existing network of event-related suppliers in Montreal
  • Excellent writing and communication skills
  • Demonstrated experience in budget development and management
  • Ability to recognize when others need to be involved in activities or decisions
  • Customer service experience in a professional environment
  • Confidence, polish, and a high level of professionalism
  • Ability to work in a fast-paced environment to plan, organize, and prioritize work
  • Bilingual (French/English) would be an asset
  • Advanced level of proficiency in MS Office and working knowledge of Raiser’s Edge
  • Experience with project management software (e.g., Asana, Basecamp, or similar)
  • Experience in the non-profit space


Mandat de poste : Le gestionnaire d'événements et d'expériences travaillera en collaboration avec les collecteurs de fonds et l'équipe de communication pour concevoir et mettre en œuvre des événements de culture, de collecte de fonds et d'intendance au Canada et à l'étranger, afin de sensibiliser et de soutenir notre client de renommée mondiale dont l'institut de recherche est basé en Israël.


Les principales responsabilités sont les suivantes :

  • Travailler avec la collecte de fonds et les opérations pour développer un calendrier annuel d'événements alignés sur les priorités de financement
  • Identifier les buts et les objectifs de chaque événement et gérer un processus d'évaluation pour mesurer le succès
  • L'élaboration et la planification d'environ 15 programmes d'événements par an dans tout le Canada. Cela comprend la recherche et la présentation de lieux appropriés, la négociation de contrats pour tous les fournisseurs, la logistique des déplacements et de l'hébergement, la collaboration avec l'équipe de communication interne pour les invitations et le processus RSVP, les besoins alimentaires, les exigences en matière de transport et de logistique pour tous les événements
  • Travailler avec des bénévoles et des comités pour atteindre les buts et les objectifs.
  • Travailler avec des collègues pour gérer les manifestations de scientifiques itinérants, organiser des visites de personnalités sur le campus et représenter le Canada dans l'organisation de toutes les manifestations internationales
  • Travailler en étroite collaboration avec les scientifiques et les autres orateurs pour s'assurer que les besoins en matière de présentation sont satisfaits et avec les fournisseurs de matériel audiovisuel pour s'assurer que les besoins techniques et de mise en scène appropriés sont en place
  • Collaborer avec les collègues et les fournisseurs de la production de contenu afin de créer du contenu vidéo pour les événements, le cas échéant
  • Identifier de manière proactive de nouveaux moyens d'améliorer l'expérience de l'événement, y compris, mais sans s'y limiter, la technologie, l'intégration de la mission et la communication.
  • Jouer un rôle de premier plan dans les réunions, le cas échéant, en préparant la documentation pour les réunions et en assurant le suivi des mesures à prendre en temps opportunité
  • Élaborer et gérer des budgets précis
  • Préparer et fournir des rapports d'évaluation post-événement, en soulignant les réussites et les possibilités d'amélioration


Compétences :

Leadership

Initiative

L'excellence

Esprit critique et analytique

Communication efficace

Collaboration / Travail d'équipe


Exigences du poste:

  • Curiosité et passion
  • Capacité à travailler à la fois de manière indépendante, sans supervision étroite, et en tant que membre d'une équipe qui s'engagera de manière productive avec d'autres personnes à différents niveaux de responsabilité au sein et en dehors de l'organisation
  • 3 à 5 ans d'expérience dans la planification d'événements
  • Posséder un réseau existant de fournisseurs d'événements à Montréal
  • Excellentes aptitudes à la rédaction et à la communication
  • Expérience démontrée dans l'élaboration et la gestion de budgets
  • Capacité à reconnaître quand d'autres personnes doivent être impliquées dans des activités Ou des décisions
  • Expérience du service à la clientèle dans un environnement professionnel
  • Confiance en soi, élégance et haut niveau de professionnalisme
  • Capacité à travailler dans un environnement en constante évolution, à planifier, organiser et hiérarchiser le travail
  • Le bilinguisme (français/anglais) serait un atout
  • Maîtrise avancée de MS Office et connaissance pratique de Raiser's Edge
  • Expérience avec un logiciel de gestion de projet (par exemple, Asana, Basecamp ou similaire)
  • Expérience dans le domaine des organisations à but non lucratif