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Events Coordinator

4 months ago

Ottawa, Ontario, Canada The First Nations Financial Management Board (FMB) Full time

Position Overview

Reporting to the Senior Relationship Manager, the Events Coordinator oversees all aspects of event planning and management including but not limited to preparation, implementation, execution, and evaluation of events for the Market Development, Financial Administration Laws & Stakeholder Relations team business line.

The Events Coordinator drives FMB's mission by always representing our vision in every event. Taking ownership of every aspect of an event, from venue choice to success metrics while ensuring budgets and timelines remain aligned with expectations.

Accountabilities

  • Oversee the coordination of events including conferences, seminars, dinners, and training sessions;
  • Ensures that events progress seamlessly by following established procedures, collaborating with other employees, and ensuring accuracy;
  • In collaboration with the Relationship Managers, manage internal and external event communications;
  • Source venues, obtain quotes and conduct site visits; managing vendors and suppliers;
  • Administers event budget and ensures it is maximized;
  • Liaises with caterers, exhibitors, delegates, and speakers;
  • Maintains detailed and accurate event files such as exhibitor databases, contract, and financial information;
  • Co-ordinates the delivery of materials to events;
  • Provides administrative support to other members of event planning staff;
  • Collaborates with other staff to develop promotional materials for the event;
  • Provides reports on events which include obstacles encountered and opportunities for improvement; Identifies operational challenges and determines how to best work with the property staff client to solve these challenges or develop alternative solutions;
  • Works closely with the Relationship Managers in the region and assists with coordinating presentations and events;
  • Uses judgment to integrate current trends in event management and event design;
  • Delivers excellent client service throughout the client or potential client experience;
  • Stays available to solve problems and/or suggest alternatives to previous arrangements;
  • Assists Relationship Managers in the event as needed;

The Events Coordinator performs other related duties as requested.

Qualifications

  • Post-secondary education in in Business, Marketing, Hospitality, or a related discipline;
  • Exceptional interpersonal skills, including outstanding oral and written communication capabilities in English; French language a strong asset;
  • Exceptional organizational skills with a sense of urgency and ability to prioritize multiple tasks seamlessly in a rapidly changing environment with excellent attention to detail;
  • Proven experience managing budgets;
  • Highly effective teamwork skills;
  • Ability to follow through and complete overlapping projects;
  • Experience working in an Indigenous environment;
  • Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, Outlook);
  • Adaptable and flexible to various competing demands with proficiency at managing high work volumes in a fast-paced;
  • Must have an understanding, awareness and appreciation of Indigenous culture and history;
  • Willingness to participate in ongoing education and training for the role including Indigenous Cultural studies.

Equivalent or relevant education and/or experience may be considered.

Working Conditions

  • This position is based in Ottawa, ON. Hybrid or remote work may be considered;
  • National travel is required;
  • Evening and weekend work may be required occasionally.

What We Offer

  • Salary and annual bonus eligibility;
  • Flexible 37.5-hour work week
  • Employer paid extended benefits;
  • Health Spending Account;
  • Matching group RPP contributions;
  • Annual vacation allowance and generous paid stat & non-stat days;
  • Work-life balance;
  • Hybrid work arrangements;
  • Professional development & career growth opportunities.