Network Meetings
4 months ago
Network Meetings & Events Associate
About Queen's University
Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.
Come work with us
Job Summary
Reporting to the CCTG Meetings Coordinator (MC), in collaboration with the Senior Leadership and Administration teams, the Network Meeting & Events Associate is responsible for the coordination and execution of network meetings and events for the Canadian Cancer Trials Group (CCTG). The position will take daily work direction from the CCTG MC to implement the Network meetings and events essential to the CCTG mission. The Network Meeting & Events Associate is a high-energy multi-tasker who understands the importance of collaboration and engagement across the CCTG Network and Operations and Statistics Centre (OSC). This position holds responsibility for project management, risk identification and resolution, partnership with sponsors, and development of the processes and training essential to efficient and effective meeting conduct.
This position requires a flexible schedule particularly during meetings and events that may require the incumbent to work evenings and weekends with occasional travel to manage and attend meetings/events.
**Job Description**:
**KEY RESPONSIBILITIES**:
- Assists in the development and execution of an overall plan for CCTG Network meetings including but not limited to the annual Spring Meeting, Fall Meeting, and Network Leadership Retreats and biannual events such as the New Investigator Clinical Trial Committee Program (NICTC). As the needs of the Network evolve from a meetings and events perspective the role will similarly evolve.
Develops and maintains centralized resources and tools for meetings including Critical Paths, SOPs, WKIs, templates, and standard documents.
Identifies risk in activities and timelines, proactively manages the risk to ensure success and/or by escalating to the MC for assistance in resolving the concern.
Liaises with other members of the CCTG team to ensure effective execution of meetings and events including but not limited to experts in information technology, contracts, communications, network engagement, EDIIA, and others.
Supports sponsorship management to secure funding to support meetings and events. This includes project management and oversight of multiple national/global sponsors, assisting with development of the Sponsorship Prospectus, completing online grant submissions in the sponsor portals, corresponding / liaising with Sponsors throughout the process, managing the sponsor webpage, ensuring sponsor invitations are accurate, and assisting with sponsor booth set up on-site. Additionally, acts as primary contact and liaison to the CCTG contracts team for any legal requirements. Ensures compliance with sponsorship agreements in the conduct of meetings and/or events. Prepares reports and updates to the MC in addition to the Group Director, COO, and Finance Manager.
- Reviews and facilitates execution of the Network Committee annual review process for the organization.
Conducts the final quality assurance/control process required as part of the invitation policy and plan prior to execution.
Presents and provides education and training to CCTG OSC and Network members as required to support meeting planning and execution.
Ensures assessments and evaluations of meeting impact are assessed and feedback is incorporated into future meeting planning.
Fosters positive and collaborative relationships within the team, within the OSC and Senior Leadership team, as well as with key stakeholders as meetings are planned and executed.
Assists in the development and execution of Network and Operations and Statistics Centre (OSC) (e.g. Organizational Milestones, Community Engagement). These are Group level events that require approval from the Group Director/COO prior to initiation. Responsibilities include those noted under meetings including planning, risk mitigation, and project management support. Additionally, this includes raising awareness about CCTG, and the development of engagement and partnership pathways that align with our mission and vision, both within the central office as well as the network. Events may involve working under the guidance of the MC and/or in collaboration with the Group Director, COO, and other members of the Senior Leadership Team following Group level approval.
- Provides expert guidance in meeting and event conduct and coordination using in-person and online formats and tools. Conducts online events and provides education to others using meeting platforms, current technology (e.g. Zoom, Teams, Platforms) and surveys/tools (e.g. Slido, Qualt
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