Project Coordinator, Public Engagement

6 months ago

Waterloo, Canada Perimeter Institute for Theoretical Physics Full time

Perimeter Institute offers a dynamic work culture fueled by ideas and collaboration. The centre hosts a diverse research community, including some of today’s pre-eminent theoretical physicists, PhD and Masters-level trainees, and the world’s largest group of independent postdoctoral fellows in the field, all supported by a small group of hard-working administrative staff.

We are seeking a highly organized and enthusiastic individual to join our team in a role dedicated to Perimeter’s 25th anniversary celebrations. This exciting position will involve supporting events, activities, and new initiatives leading up to and throughout the anniversary. Under the direction of the Specialist, Public Engagement, the **Project Coordinator, Public Engagement** will assist in planning and executing a wide range of dynamic events and programs, ensuring all aspects run smoothly.

All efforts will support the celebration of Perimeter's 25 years of global contributions to breakthroughs in the field of theoretical physics. If you are passionate about event planning and eager to contribute to a landmark celebration, we encourage you to apply.

This position is being offered as a 16-month contract. Contract opportunities at Perimeter offer competitive compensation, paid vacation, and health insurance.

**Core Duties and Responsibilities**

Event Logistics and On-Site Support

Assist with the planning process and execution of in-person events and activities related to Perimeter’s anniversary year, including but not limited to:

- Provide on-site logístical support during events by assisting with setup, directing attendees, and coordinating with venue staff to ensure smooth execution.
- Assist with researching potential speakers, venues, event supplies and compiling timelines for event execution.
- Support sponsorship opportunities by gathering contact information, organizing package details, and assisting in the preparation of sponsorship proposals.
- Source materials and acquiring of items for open house formats (Doors Open, Lumen, Public Lecture series) and other programming dedicated to the anniversary.

Stakeholder and Vendor Communication
- Respond to inquiries with professionalism and tact in a timely manner, upholding the ethos of Perimeter in liaising with key stakeholders and members of the public.
- Engage in face-to-face interactions with Perimeter partners, both on-site at Perimeter and off-site during anniversary activities.
- Assist with contracts by coordinating with external vendors and internal service providers to collect quotes and arrange delivery/pick-up schedules for anniversary supplies.

Event, Materials & Information Tracking
- Maintain a centralized location for anniversary project documents including communication plans, event schedules, budget reports, vendor contracts, marketing materials, guest lists, timelines, task assignments, feedback forms, and logístical details.
- Support anniversary volunteer coordination by assisting with scheduling, organizing training materials, and providing administrative support during information sessions.
- Contribute to post-event evaluation by distributing and collecting feedback survey responses, scheduling feedback sessions, organizing results and helping to review information to identify outcomes and areas for improvement in future events.
- Assist in organizing marketing materials by maintaining inventory records of resources, merchandise, giveaway items, and coordinating distribution to relevant teams, and tracking usage for replenishment purposes.
- Input anniversary event attendance data, volunteer participation, and expenditures into designated databases for tracking and reporting purposes.

**Education, Knowledge, and Abilities Required**
- Postsecondary education in a related field such as business, event planning, public relations or equivalent working experience is required
- Previous experience in coordinating event logistics
- Previous experience in tracking budget expenditures
- Demonstrated achievements in supporting events for general public
- Understanding of research/academic institutions is an asset
- Demonstrated success working with staff, volunteers, vendors and other stakeholders
- Demonstrated achievements in project management, coordinating timelines
- Proactive, independent and highly organized
- Highly professional and diplomatic communication skills
- Ability to work under pressure
- Ability to multitask

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