Meetings & Events Coordinator

2 weeks ago

Toronto, Canada CIFAR Full time

**Meetings & Events Coordinator**

La version française suit.

**This is a hybrid position based out of the CIFAR office located in the MaRs Discovery building.**

**About CIFAR**:
CIFAR is a Canadian-based global research organization that convenes extraordinary minds to address the most important questions facing science and humanity. Through knowledge mobilization, we are catalysts for change in industry, government and society.

For more information please visit our website.

**Purpose of the Position**:
The Meetings & Events Coordinator coordinates, manages, and executes planning of in-person, virtual and hybrid meetings and events. The coordinator works closely with all departments to plan a variety of meetings including program meetings, knowledge mobilization engagements, fundraising and public events.

**Responsibilities**:

- Coordinate 20+ program-related meetings and events, including Institute-wide activities in line with CIFAR’s strategic plan. Meetings and events take place in-person, virtually, and hybrid
- Assist in executing public webinars on Zoom
- Liaise with internal and external stakeholders to identify meeting/event requirements
- Develop registration sites and micro-sites using online registration platform
- Draft and distribute communications to meeting attendees
- Project planning and coordination including RFP development, venue sourcing, contract negotiations, room block management, event specifications, AV requirements, catering requirements, signage, review Banquet Event Orders, reconcile final invoices, etc.
- Provide on-site support for meetings, some of which will require travel
- Negotiation: work with external corporations, partners and vendors,
- researchers, and staff to obtain the optimum pricing for hotel rooms, meeting space, meals, etc.

**Qualifications**:

- University degree or college diploma in a relevant field of study (Event Planning, Business Administration, or related discipline); or an equivalent combination of education and experience
- 3-5 years meeting planning experience preferred
- Certified Meeting Professional (CMP) certification, or working toward CMP certification, is preferred, Digital Event Strategist (DES) certification is an asset
- Experience working in a research-related field is an asset
- Experience with project planning, contract negotiation, and the ability to manage both internal and external stakeholder relationships

**Core Professional/Technical Knowledge & Skills required for the position**:

- A proven track record of successful meeting and event coordination, ensuring all logístical aspects of meetings are planned, organized, and executed with a high degree of professionalism
- Ability to thrive in a dynamic, collaborative work environment, often juggling multiple priorities concurrently with high attention to detail
- Advanced skills using Google Workspace and Microsoft Office Suite
- Proficiency using Zoom Meeting and Webinar platform
- Working knowledge of Google Mail, Google Calendar and Slack
- Experience with registration software (Aventri) an asset
- Strong interpersonal skills with a high level of tact to interact professionally with diplomacy and courtesy
- Team player, able to build strong, successful relationships with key internal and external partners
- Strong verbal and written communication skills
- Demonstrated client service orientation
- Strong analytical and problem-solving skills
- High level of accuracy and detail orientation
- Adaptable and creative

**Apply**:
CIFAR is supported by the governments of Canada, Alberta, British Columbia, Ontario, and Quebec as well as international partner organizations, individuals, foundations, and corporations.

**Coordination, Réunions et Événements**

English version above

**À propos du CIFAR**:
Le CIFAR est une organisation de recherche mondiale basée au Canada qui rassemble de brillants cerveaux pour trouver réponse aux plus grandes questions auxquelles font face la science et l’humanité. Grâce à la mobilisation du savoir, nous sommes des catalyseurs du changement au sein de l’industrie, du gouvernement et de la société.

Pour de plus amples renseignements, veuillez visiter notre site Web.

**Raison d’être de ce poste**:
La personne titulaire de ce poste harmonise, gère et exécute la planification des rencontres et des événements en personne, virtuels ou hybrides. Elle travaille en étroite collaboration avec toutes les équipes pour planifier une brochette de rencontres, entre autres les réunions de programme, les activités de mobilisation du savoir, les collectes de fonds et les événements publics.

**Responsabilités**:

- Coordonner les réunions et événements relatifs à plus de 20 programmes, y compris des activités intéressant l’ensemble de l’Institut en lien avec le plan stratégique du CIFAR. Les réunions et les événements ont lieu en personne, virtuellement ou de manière hybride;
- Aider à l’exécution des webinaire

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