Coordinator, Event Planning

3 weeks ago

Toronto, Canada Ontario Medical Association Full time

Are you looking to expand your skills and be part of an organization that is committed to the Equity, Diversity and Inclusion principles of Humility, Accountability, Collaboration, Courage, and Integrity? Do you hold high the values of being respectful, bold, responsive, and transparent? Are you looking to join one of Greater Toronto’s Top 2023 Employers? Then join the Ontario Medical Association’s Strategic Affairs department.
The Ontario Medical Association (OMA) advocates for and supports doctors, seeking to strengthen their leadership role in caring for patients. We continually seek to be the trusted voice in transforming Ontario’s health care system by courageously pursuing best practices, new ideas, solutions and opportunities to improve.
**The OMA has moved to a permanent hybrid work environment. As such, the individual in this position will be required to work a minimum number of days in our Toronto office.**

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Job Summary*
This position is responsible for coordinating all aspects of planning and management for large scale conferences and events.

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You Will Make a Difference By*
- Coordinating with planning committees, vendors, speakers, sponsors, exhibitors, and stakeholders before, during, and post event
- This position will be required on occasion to present materials, recommendations and proposals to internal cross functional teams
- Coordinating all aspects of the online registration platform and events app, including creation of events, reports; provides in-depth ‘train the trainer’ coaching for key staff
- Communicating with internal groups to create marketing materials for website and social media
- Analyzing and processing payments for event invoices, speaker honoraria and other payments
- Supporting in-person, virtual and hybrid events on the day of, including, welcoming guests, directing event set-up and tear-down, communicating with staff, member communications, and organizing vendors
- Supporting the OMA Awards Program, including the nomination process, committee meetings, communications with award recipients, and the annual Awards Ceremony
- Supporting event planning for the hybrid OMA’s Annual General Meeting, board retreats, and other events as directed
- Posting meeting evaluation, summary, and propose recommendations based on feedback received
- Creating on-site event packages including printing agendas, programs, registration lists and attendee badges

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Requirements That Are Important to Us*
- Post-secondary education in Hospitality Management, Event Planning, or equivalent experience
- 3-5 years of full scope event planning experience including conferences, virtual meetings and events, webinars, etc.
- Certified Meeting Professional designation and/or Certified Special Event Professional are assets
- Knowledge of industry, contracting venues, vendors, etc. and industry terminology
- Experience with industry best practice to deploy various meetings, delivering in a virtual environment, and comfortable using technology to facilitate events and planning activities
- Experience with preparing and executing various communication materials to stakeholders, demonstrating strong verbal and written communication skills, problem solving and time management abilities to ensure the events are meeting our member’s needs
- Experience with risk management, event sponsorship, managing event budgets/financials, process payments and honoraria, etc
- Strong organization skills, along with vendor/client, contractors, sponsors, speakers, exhibitors, volunteer management skills
- Ability to anticipate and plan for different scenarios (i.e., de-escalate potential situations before they are further escalated) and demonstrate problem solving
- Strong multi-tasking skills are required - in addition to the annual roster of events, there are often additional unplanned events that the individual will be asked to coordinate, often with limited advance notice
- This position involves regular overtime on weekends and evenings

**What Do We Have to Offer You?**
- Fantastic opportunity to grow with the team and help shape the strategic direction of the OMA
- Paid professional development and continuous in-house learning
- Friendly and dynamic work environment
- Competitive salary and bonus program
- Exceptional group benefits package, including a spending account and a robust wellness program
- Work with one of Toronto’s Top 2023 Employers

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