Event Coordinator

2 weeks ago

Richmond Hill, Canada SEIU HEALTHCARE Full time

SEIU Healthcare is a union of more than 60,000 members who are frontline healthcare workers in hospitals, long-term care facilities, and homecare agencies in communities throughout Ontario. We advocate with our members by launching progressive member driven programs, adapting best practices, and encouraging new and innovative ideas. We strive to create a society where workers are valued and rewarded for their work. As a result, thriving workers have a greater opportunity to participate and lead in building healthy communities. We provide a strong voice through collective bargaining, labour relations, and political action to ensure frontline workers are heard and respected when decisions about healthcare are being made.

POSITION DESCRIPTION:
The creative team at SEIU Healthcare is a small but carefully assembled group of experts from a wide range of educational backgrounds, settings and professional experiences. Working closely with the rest of the creative team, and other internal stakeholders, the Events Coordinator plays an integral role in the development and delivery of an effective integrated communications strategy across the entire organization that elevates the brand and profile of SEIU Healthcare.

As an experienced event professional, they are responsible for the strategic development and execution of all organizational events (including virtual), tradeshows, conferences, and other external opportunities. This includes working closely with the Director of Strategic Communications to ensure that all events align with organizational messaging and integrated campaigns. They will not only manage the logistics and budget for each event but will have a deep understanding of the role that each play in the integrated communications strategy. They will also be able to drive interrelated activities and lead the internal team assigned to each event to maximize the impact on the organization. In addition to events, this role will serve as a protocol officer for meetings at the SEIU Healthcare Headquarters.

This position is full-time working at our Head Office in Richmond Hill, Ontario.

DUTIES AND RESPONSIBILITIES:

- Works closely with the Director of Strategic Communications to develop scalable event strategies, leverage best practices and processes, and propose initiatives that anticipate and reflect the changing needs of the organization.
- Partners with internal stakeholders to define event objectives, schedules, required resources and measures of success for all events.
- Develops and presents proposals to senior managers and other internal stakeholders, as appropriate.
- Conducts site visits as necessary for client conference and event locations, prepares RFPs for event services, oversees negotiations, and participates in the decision-making and recommendation process.
- Negotiates and executes contracts/agreements with external event sites, hotels, swag vendors, speakers, transportation and audio visual companies, and other ancillary services for all events.
- Works with the rest of the Creative Team on the development of effective event promotion strategies that include inbound and outbound marketing communications tactics and social media.
- Runs and/or supports virtual meetings, events, and conferences using platforms such as, but not limited to, Zoom, Facebook Live, Microsoft Teams, and Ring Central when required
- Coordinates all relevant vendor and staff resources on-site to ensure flawless execution of events. Monitors activities to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any problems that arise.
- Leads and directs the internal staff assigned to each event and provides close coordination with internal support teams (e.g., audio/visual, travel, facilities) and other cross-functional departments.
- Works with vendors to source, negotiate pricing and order promotional items / swag for all SEIU Healthcare union initiatives, including campaigns, initiatives, events, and regular member giveaways.
- Develops and executes internal protocol processes as they related to external stakeholder meetings at the SEIU Healthcare Headquarters.
- Documents and continuously improves all event and protocol related processes.
- Other duties as assigned.

SUPERVISORY RESPONSIBILITIES:
This is a bargaining unit role, and while there are no direct supervisory duties, the Event Coordinator will lead a team of internal staff that are assigned to each event. They may also have a role in the workflow of the creative team as it relates to events.

EDUCATION:
At SEIU Healthcare, we understand that the best people do not always have the same access and opportunities to education, and while post-secondary education is always preferred, we want to make sure nothing stands in the way of finding the right person.

REQUIRED EXPERIENCE
- 5+ years managing and marketing events or programs with a proven ability to deliver complex events and programs.
- 2+ years in pla

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