Events Planner

2 weeks ago


Waterloo, Canada Centre for International Governance Innovation Full time

The Centre for International Governance Innovation (CIGI) seeks an Events Planner to coordinate the logistics for a variety of events and programs that enhance the organization's public profile and engage targeted audiences. Events range from public lectures and virtual workshops to large-scale events such as multi-day conferences globally.

Working closely with the Research and Program Management departments, the position is responsible for the end-to-end process of event planning and execution, including scheduling, registration, food and beverage, audio-visual coordination, on-site and virtual event execution, and relationship management. The Events Planner also administers venue rentals at the CIGI Campus.

**Duties and Responsibilities**
- Coordinate logistics for a diverse range of virtual and in-person events to drive engagement with target audiences in accordance with CIGI’s research objectives
- Select venues, secure hotels and facilities, negotiate contracts, track spending and coordinate all supported participant travel in accordance to CIGI policies and service agreements
- Manage the technical hosting of virtual events on various platforms
- Supervise all aspects of venue rentals on the CIGI Campus, including responding to inquiries, providing tours and cost estimates, preparing invoices and following up with clients
- Manage relationships with all third-party vendors, including catering
- Set and manage event web pages and registration platforms
- Track and report events against established metrics
- Develop event-planning procedures and identify process improvements
- Maintain a resource listing and contact information for suppliers in Ottawa, Toronto and Waterloo
- Ensure all safety procedures and applicable laws are followed, and obtain permits and/or insurance certificates where applicable
- Provide regular updates to the Communications Manager and perform other duties as assigned

**Knowledge, Skills and Abilities**
- Knowledge of the event planning industry, including catering, audio-visual and venue contracting
- Expertise in both virtual and live event best practices, including event platforms and presentation tools
- Ability to assess and evaluate internal event opportunities as they arise and offer guidance to enhance event impact
- Experience in coordination of audio-visual productions and digital creative assets
- Experience in booking international travel
- Effective project and time management; the ability to proactively plan, prioritize and meet strict and competing deadlines, for multiple projects, in a fast-paced environment
- Strong interpersonal skills with a global mindset and ability to connect with people from other cultures, languages, and contexts
- Detail oriented with strong program management skills, balanced with the ability to think strategically
- Flexible when faced with changing priorities and deadlines
- Aptitude to excel under pressure, make decisions and solve problems
- Self-motivated with a proven ability to work independently and in a team environment
- Strong customer service orientation
- Excellent written and oral communication skills
- Demonstrated knowledge of and commitment to equity, diversity, and inclusion

**Qualifications**
- Minimum five (5) years of event planning experience
- Post-secondary degree or diploma (Hospitality/Events Management, Public Relations, or similar) with a CMP certification preferred
- Flexibility to work early mornings, evenings and weekends as necessary
- **Note: This position is a based at CIGI’s Waterloo office where employees have a hybrid work environment.**_

CIGI is committed to providing an inclusive, equitable and accessible environment. Our goal is to attract and retain highly talented employees from diverse backgrounds, including Aboriginal peoples, persons with disabilities and members of visible minorities. We are committed to providing accommodation to applicants throughout the recruitment and hiring process.

Schedule:

- Monday to Friday
- Overtime
- Weekends as needed

Work Location: Hybrid remote in Waterloo, ON N2L 6C2

Application deadline: 2023-08-17


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