Bilingual Events Coordinator

4 days ago


Ottawa ON, Canada Hays Full time

Our client is looking to onboard Bilingual Events Coordinator on contract basis for 2 months working on-site in Ottawa.

Responsibilites:

  • In collaboration with internal stakeholders (Events and Services operations team, Facilities and Protection, Marketing, Web Team, etc.) and with external partners, clients or vendors, ensures a smooth flow of actions for events. Assists with the ongoing liaison and maintains relations with partners, vendors, collaborators, etc. for all events.
  • Proactively establishes and maintain effective working team relationships with all museum departments.
  • with client, vendors and others;
    ensures that all logistical requirements have been met.
  • Ensures respect of CMN procedures, policies and restrictions when finalizing all logistical requirements;
  • Coordinating the edukit logistics including booking in Momentus, send contract & invoice,, ensures insurance is in place, and follow-up with client to ensure satisfaction
  • Conduct site visits of the VMMB in person or virtually with clients, vendors and other as required.
  • Updates and maintains the CMN shared calendar for events by verifying information in the CMN booking system, and transposing it to the Shared Outlook Calendar;
  • Assists with drafting proposals, contracts and floorplans as per requirements;
  • Prepares invoices or request for invoice, receives payments, issues receipts and forward money received or payment information to Finance;
    follows-up on outstanding payments.
  • Oversees catering endorsements, catering commission invoices which includes receiving and tracking information.
  • Prepares meeting notes for various meetings.
  • Follow-ups from trouble-calls or issues reported by clients or colleagues
  • Enters bookings, sales activities, financial information and other statistical information in the sales data base including attendance, catering commission etc.
  • Prepares reports such as Socan, Re:
    Sound, events summary, attendance figures etc.

What you need to succeed:

  • Related experience in events coordination.
  • Bilingual - Fluent in both French and English.
  • Experience with customer service and managing events.

If interested, please share your updated resume at mankirat.kaur@hays.com



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