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Event Manager

2 months ago

Ottawa, Canada CharityVillage Full time

About the Role
Environmental Defence Canada (EDC) is a leading Canadian environmental advocacy organization that works with government, industry and individuals to defend clean water, a safe climate and healthy communities. You will be joining a mission-oriented organization with solution-oriented team members who strive to improve our communities and environment. This role will be 2 days/week (16 hours weekly) from the first week of October (flexible) - November 2, 2024. The salary range is $25-31 depending on experience.


Purpose of the Role
On October 28, 2024, Environmental Defence and partners will host the Transit for Tomorrow Summit in Ottawa, sponsored by TransLink's Mayors Council. We are seeking an Event Manager to support production planning and manage day-of-event logistics and event execution. With support from staff and volunteers, the Event Manager will coordinate the event schedule, venue, and stakeholder logistics. Responsibilities include attending Summit and transit team meetings, liaising with the venue, vendors, and stakeholders, preparing schedules, and being on-site at the Sheraton Hotel Ottawa from 8:00 am to 8:00 pm on October 28. This role reports to the Engagement Manager.


Orientation meetings and briefings will be provided leading up to the event, with regular check-ins from the Engagement Manager to ensure progress and provide updates.


Duties and Responsibilities

  1. Run-of-Show and Scheduling
  2. Manage run-of-show documents and event schedules, including timing and tech cues, setup and breakdown timelines.
  3. Work with speakers and presenters to ensure they understand time slots and logistics.
  4. Vendor, Stakeholder, and Logistics Coordination
  5. Act as a main point of contact for AV staff, venue and catering staff, speakers, and stakeholders.
  6. Oversee on-site logistics, including registration, floorplan, and overall event flow.
  7. Coordinate vendor and staff setup and timelines; manage contingency plans for unexpected issues.
  8. Communication and Team Coordination
  9. Maintain real-time communication with the event team and stakeholders to ensure smooth operations.
  10. Supervise volunteers, providing briefings and monitoring performance.
  11. Maintain health and safety compliance throughout the event.
  12. Provide post-event notes on event attendance, successes, challenges, and areas for improvement.

Skills and Experience

  1. Knowledge and understanding of conference and professional events (familiar with panel discussion and audience Q&A formats)
  2. Proven success working at events and working independently
  3. Excellent communication skills
  4. Ability to handle confidential and sensitive information with high discretion
  5. Experience with on the ground event management and problem solving
  6. Ability to adjust effectively to ensure event goals and objectives are met ensuring a seamless experience for attendees and stakeholders.

Location
This role will be based in Ottawa, with remote work until late October, culminating with in-person event coordination at the Summit on October 28th - Sheraton Hotel, 150 Albert St Ottawa.


To Apply
Please apply through the portal on our website. We will be accepting applications until September 18th, 2024. If you have any questions or require any assistance please email hr@environmentaldefence.ca.

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