Events and Production Coordinator

5 months ago

Toronto, Canada Public Health Ontario Full time

**JR101192**

**Events & Production Coordinator**

**Location**: Toronto-661 University

**Department**:Employee, Capacity Building

**The Role**:
To coordinate and support the planning, development, production and implementation of PHO professional development and educational events, including the Ontario Public Health Convention (TOPHC), for a variety of internal and external stakeholders.

**Key Responsibilities-**
- Supports the Events Specialist with the coordination, planning, development and maintenance of PHO educational events, including TOPHC, accredited events (PHO Rounds) and webinars.
- Supports the Events Specialist with event production and logistics (e.g., setting up virtual platforms, event execution meeting desired goals and objectives, leveraging technology and resources to support engagement/ambiance/style/brand requirements) for PHO events, including TOPHC.
- Creates and maintains a comprehensive database of event products, activities and stakeholders, including: calendar of educational activities/events, upcoming/past products/activities list, expenditure tracking, and virtual platform production/product plan.
- Supports the coordination of timely and accurate event content on relevant sites (e.g., PHO website, TOPHC website, and PHO intranet) in conjunction with relevant partners/collaborators’ marketing/awareness activities.
- Creates and monitors detailed critical path documents, meeting resources and agendas to ensure that event milestones are met and according to plan.
- Supports the Events Specialist with coordinating external event sponsorships, partnerships and vendor relationships. Prepares and disseminates monthly and quarterly update documents, reports and/or metrics once approved by appropriate team members (e.g., Events Specialist, Capacity Building Manager).
- Coordinates creative design services, logistics and production (either on site or virtual event platform) with appropriate PHO teams/authors/vendors to ensure quality delivery of webinar/technology/multi-site events.
- Tracks activities related to procurement of event services, working with Knowledge Exchange department.
- Supports the Events Specialist with the dissemination and tracking of event products and processes (e.g., knowledge products, resources, platform updates, invitations, communications) in collaboration with Communications and other relevant PHO departments.
- Assists with event and production planning, tracking and monitoring as required to track current and previous events to inform organizational performance reporting.
- Coordinate the speaker management functions including liaising with speakers, making travel arrangements for visiting speakers, managing speaker event materials and speaker requirements, speaker and presenter coordination.
- Assist with administrative financial duties including tracking and maintaining a record of all event expenditures, data entry, invoicing and reconciliation; providing reports to Events Specialist for Finance.
- Coordinate event evaluation and keep a record of feedback and lessons learned in order to improve future events.
- Provide meeting support as needed, including scheduling meetings, preparing and distributing agenda and meeting minutes.
- Provides surge capacity to the Capacity Building Coordinator.
- Other duties as assigned.

**Knowledge and Skills-**
- Strong project management, problem solving, organizational and prioritizing skills to plan, coordinate, and execute multiple events and associated products, resources and logistics.
- Knowledge of legislated requirements, such as the _Accessibility for Ontarians with Disabilities Act_, in order to conduct site inspections to determine if the venue meets event requirements and complies with the Act or ensure virtual platforms, tools and resources are compliant.
- Knowledge of public sector procurement requirements and practices to support development of statements of work (SOWs) for business cases, requests for proposals and other required documents for securing event vendors.
- Focused planning and organizational skills to independently undertake the planning and execution of several activities concurrently.
- Strong analytical and conceptual abilities to manage the processes from development through to implementation.
- Knowledge of budget management and reporting requirements/procedures in order to develop and prepare budgets, to track and maintain a record of all related expenditures, and to ensure that budgets are adhered to, and managed effectively.
- Ability and skill to work well under pressure, within multiple deadlines.

**Education and Experience-**
- A Bachelor’s Degree from an accredited college or university in Events, Marketing, Business Administration, Communications, Publishing or related education.
- Minimum of three (3) years of experience in managing, coordinating, producing virtual and in-person events and distribution of event publications and/or communications.

**Attributes a

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