Bilingual Events and Conferences Coordinator

5 months ago

Gatineau, Canada Votre Directeur général Our Executive Director Full time

**Bilingual Freelance Meetings and Events Manager (virtual/hybrid and in person)**

**FRANÇAIS CI-BAS**

**Description**

Our Executive Director, an association management company in the National Capital Region, is looking for an experienced **Meetings and Events Manager** to join our small team **as an Independent Freelance Contractor**. In addition to association management services to small nonprofits and associations, our company provides meeting, convention, event and trade show management services where we manage every facet and detail of our client organizations' events. We specialize in virtual conferences directed to the small association conference market.

Only individual event planners (not companies) **who are independent contractors will be invited to a meeting.** This is not a job posting. We are not looking to partner with a business of several associates or employees themselves.

Our goal is to work closely with a client organization's leaders to create an enjoyable conference experience for all attendees, exhibitors and sponsors, while ensuring a successful outcome based on the organizations' event objectives. The **Meetings and Events Manager** plays a critical role in developing creative and strategic event solutions for our clients and providing outstanding customer service. This individual is the leadership of the event planning team and are integral in taking the lead in this critical line of business for O_ur Executive Director_ and our clients.

**What You Will Do**
- Lead and coordinate all aspects of conferences, meetings, trade shows and other events for multiple clients, including pre-planning, on-site execution and post-event wrap-up; specifically, coordination of housing, registration, audio/visual, shuttle bus, food and beverage coordination, site selections, city-wide events, off site events, VIP events and VIP management
- For trade shows, oversee floor plan management, management of general service contractors, security, exhibitor service kit development, database management, development of exhibitor prospectus, virtual trade shows, VIP management, event and year-round sponsorship management and booth display rules
- Manage, coach, mentor and motivate teams as well as internal/external clients
- Financial management, including budget creation, monitoring revenue/expense performance and reviewing staff time against fees
- Counsel clients on industry best practices and contribute innovative and effective ideas to client strategic planning and process analysis
- Manage project plans and ensure consistent communication with clients regarding show updates, project milestones and deliverables
- Proactively manage changes in project scope, identify potential crises and devise contingency plans
- Delegate tasks and responsibilities to appropriate resources such as interns (when onboarded to our company) or fellow team members.
- Take accountability to review and ensure adherence to all project documents, contracts and agreements
- Conduct and take part in one-on-one meetings
- Build, develop and grow any business relationships vital to the success of each project

**This Role Might Be for You If**
- You have the ability to work directly with clients in a responsible, appropriate and service-oriented manner
- You demonstrate flexibility and problem-solving skills to resolve situations in a professional and calm manner
- You have demonstrated ability as team leader, team member and ability to work independently to best serve client
- You possess the ability to effectively prioritize and execute tasks conforming to shifting priorities, demands and timelines
- You have a proven ability to supervise, mentor and support staff
- You are highly detail oriented and exhibit the ability to coordinate several projects simultaneously
- You possess strong written and oral communication skills
- You have strong interpersonal skills and a high degree of responsibility, initiative and professionalism
- You have the ability to travel with a willingness to travel outside of the geographic area as needed for training, meetings and on-site staffing role

**Required Qualifications**
- Fluency in French and English (written, spoken and oral)
- 2+ years relevant professional experience in the in convention/event/meeting/trade show planning industry
- A minimum of 2 years of direct supervisory experience

**Preferred Qualifications**
- Experience in nonprofit organizations and associations
- Experience managing and producing both virtual and hybrid conferences
- Digital marketing and sales background to assist in marketing a selling registrations, exhibit spaces and sponsorships
- Excellent knowledge of meeting industry terminology and comprehensive knowledge of meeting planning, trade show and registration processes
- Familiarity with venues, facilities, convention centres and convention city packages
- Project management experience to include meeting deadlines on time and on budget
- Experience with in

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