Event Coordinator

2 weeks ago

Ottawa, Canada Electricity Canada Full time

**Reports to: Manager, Partnerships and Events**

**About Electricity Canada and the Position**

Founded in 1891, Electricity Canada (formerly the Canadian Electricity Association) is the national forum and voice of the evolving and innovative electricity business in Canada. The Association supports, through its advocacy efforts, the regional, national, and international success of its members. Electricity Canada members generate, transmit, and distribute electrical energy to industrial, commercial, residential, and institutional customers across Canada. Members include integrated electric utilities, independent power producers, transmission and distribution companies, power marketers, manufacturers and suppliers of materials, technology, and services.

The Event Coordinator will be responsible for providing assistance to Electricity Canada's Vice Presidents, Corporate Secretary, Directors and Managers as required in all aspects of the planning and execution of Corporate Partner events and other special Electricity Canada events. They will also be responsible for coordinating internal and external meeting scheduling; and other administrative duties as directed by the Manager, Partnerships and Events.

**KEY RESPONSIBILITIES**

Meetings & Events coordination
- Develop and maintain a member meetings checklist to ensure all meeting components are accurately identified and covered.
- Coordinate as required the planning of Councils, Program and Committee meetings.
- Work with executive team on the planning of the June Policy Symposium (approximately 100 attendees) and Powering Partnerships (approximately 250 attendees).
- Provide aid as required in the planning and execution of Corporate Partner events and special Electricity Canada events: Centre of Excellence, Reulatory Forum, Hill Day, National Lineworker Appreciation Day and Member-wide webinars, etc.
- Provide support with Electricity Canada annual awards ceremonies (ex OHS, SE, etc.)
- For virtual meetings, duties would include managing registration, setting up the virtual platform, test runs, and managing the logistics of the live event/meeting.
- Act as the in-house expert on virtual meeting platforms.
- Work with all staff and keep a running list of upcoming events to ensure there are no conflicts, and liaise with the Communications team to ensure the events get promoted.
- Organize all the logístical components for face-to-face meetings and events such as RSVPs; locations and requirements; arranging A/V, room set-up and catering; and reviewing related proposals, contracts and confirming invoices.
- Manage event form, and maintain events calendar
- Work with communications team to manage inventory of collateral, signage
- Negotiate hotel blocks and corporate rates, catering and room rentals for all meetings

Corporate Partner Coordination
- Coordinate the logístical and technical components for Corporate Partner webinars and events.
- Work with the Communications team to ensure Corporate Partner events and webinar recordings are listed in Electricity Canada's monthly newsletter, on the website and/or YouTube.
- Work with the Manager of Corporate Partners to research and find new opportunities for partnerships and ways to enhance exposure for existing partners.
- Other duties as directed by the Manager, Corporate Partners and Events.

**SKILLS, QUALIFICATIONS & COMPETENCIES**
- A College Diploma in event management, office administration, office management, or related discipline,
- Minimum of 3 years of related work experience;
- Demonstrated experience in event planning and logístical support (in-person & virtual): RFP creation, registration, hotel & A/V rate negotiation, catering orders, BEO review and run-of-show creation;
- Strong work ethic, highly organized with record-keeping, flexible and reliable;
- Strong customer service skills;
- Enthusiastic with the ability to work independently and take direction, work collaboratively and adapt to shifting priorities;
- Highly adept with relevant software such as MS Outlook, Excel, Word and Adobe Acrobat, as well as SharePoint, Salesforce and cloud-based corporate portals, i.e. EUM;
- Strong knowledge of various platforms: Zoom, MS Teams, GoToWebinar, Eventbrite, etc. for setting up virtual events and providing related technical support;
- Form & Survey Building & Reporting (Formstack, SurveyMonkey (Momentive), Office Forms;
- Ability to maintain attention to detail while working on multiple projects and events during peak times of year;
- Good written and verbal communication skills in English - capabilities in French an asset.

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