Manager, Travel, Meeting and Events

7 months ago

Ottawa, Canada The Professional Institute of the Public Service of Canada Full time

**Division**: Corporate Services

**City**:Ottawa, ON

**Type of position**:Hybrid with office

**Job Term**:Permanent Full-time (35 hours per week)

**Union/Non**: Excluded

**Competition**: 24-18

The Professional Institute of the Public Service of Canada, a national union representing some 70,000 professionals and scientists throughout Canada, requires a **Manager, Travel, Meeting and Events** for its National Office in Ottawa.

PIPSC/IPFPC is committed to building an inclusive workplace where diversity of thought - and of people - are recognized, valued, and considered essential to achieving our goals and objectives. We are making concerted efforts to foster a workforce that is representative of our diverse membership. We strive to create a work environment that is welcoming to everyone regardless of their gender, age, religion, race, ethnicity, and nationality, particularly equity deserving groups, such as members of the IBPOC, 2SLGBTQIA+ communities, and people living with disabilities.

**What can I expect to do in this role?**

Under the direction of the Director, Corporate Services, the Manager of Travel, Meetings and Events develops and leads the implementation of comprehensive travel, meetings and events policies and procedures in accordance with Institute goals and industry best practices. The position manages the administration, coordination and transactional review of all aspects of travel arrangements, including but not limited to travel, meetings and events, Institute on-site conference centers and meeting rooms, hotels, venues, food and beverage, AV, simultaneous interpretation, air, auto and rail in support of members and staff.

**Primary responsibilities**:

- Participate in the development and dissemination of internal Institute meetings/ travel/ accommodation policies, programs and processes in alignment with Institute goals and industry best practices.
- Manage and lead the Travel, Meetings and Events team, providing guidance, training, and performance feedback.
- Manage the coordination and oversight of the administration of meetings/travel/ accommodation policy and framework that generates cost savings, efficiencies while meeting member needs and fostering stakeholder collaboration.
- Manage the assessment, selection, and development of strategic suppliers to meet best cost and performance goals.
- Establish a strong network and fosters collaboration with suppliers, key stakeholders, and members and staff.
- Conducts research and benchmarks current market conditions/trends, developing technologies, stakeholder requirements and supply/demand challenges.
- Develop Request for Proposals (RFPs), completes analyses and evaluates proposals, selects, and recommends suppliers, writes awards, and manages resulting contracts.
- Develops commercial agreements with strategic suppliers to minimize total cost of ownership and maximize value to drive competitive advantage.
- Establishes Key Performance Indicators, maintains supplier performance database and report metrics.
- Ensure compliance with travel regulations, visa requirements, travel insurance, and health and safety guidelines.
- Provide guidance and support to members regarding travel and event-related inquiries, policies, and reimbursement processes.
- Collaborate with other departments, such as Member Services, Finance, HR, and executive management, to align travel, meetings, and events with organizational needs and objectives.
- Ensure a high level of service by promptly addressing and resolving any travel or event-related issues or complaints.
- Manage post-event evaluations and analysis to identify areas of improvement and implement changes as necessary.
- Assist in preparing documentation for the Board of Directors meetings and committees, including briefings; follows up on outstanding actions, as required.
- Ensure effective quality control and on-time delivery of all assigned projects and commitments.
- Participate in multi-disciplinary teams assigned to special projects and work collaboratively with other staff.
- May be requested to undertake other related duties on a periodic basis

**Knowledge and Experience Requirements**

**Education / Experience**:

- Post-secondary degree in business, hospitality management, or a related field
- Five (5) to eight (8) years of progressive experience specializing in Travel, Meetings & Event management, or
- An equivalent combination of education and experience.

**Language requirement**:

- Fluency in both official languages (French and English) is **required**

**Skills and experience required**:

- Minimum 5 (five) years experience managing a multidisciplinary team
- Knowledge of project management and coordination.
- Proven experience in travel management and event planning, including knowledge of industry trends, booking systems, and logistics coordination.
- Strong leadership and team management skills, with the ability to motivate and guide a team effectively.
- Excellent organization

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