Coordinator, Sponsorship

2 months ago

Ottawa, Canada Federation of Canadian Municipalities Full time

**Position**

**Coordinator, Sponsorship & Trade Show Logistics**

**Department**

**Events and Sponsorship**

**Classification**

**Level 3**

**Salary**

**Our salaries generally range from $56,500 - $63,000 and are based on qualifications and experience**

**Languages**

**Bilingualism (English and French) is a strong asset**

**Term**

**Permanent Full-Time**

**Location**

**Hybrid (Ottawa)**

**Background**

The Federation of Canadian Municipalities (FCM) is the national voice of municipal governments, representing the interests of cities and communities with the federal government.

With over 2,000 members including Canada's largest cities, small urban and rural communities, and 20 provincial and territorial municipal associations, FCM represents over 90% of Canada’s population. As the national voice of Canadian municipalities, FCM is an organization that strives to make the communities Canadians live in more prosperous, sustainable, and equitable.

FCM aspires to be an organization that is deeply respectful, collaborative, empowering and transparent in our work. As the national voice for Canada’s local governments, FCM is committed to strengthening Canada by achieving results for Canadian communities and cities, and by sharing knowledge and experience on the world’s stage, so that others may improve the quality of life in their communities. All leaders in the organization are expected to lead in a manner that embraces these values, the corporate culture and the passion for FCM’s mission.

**Major Purpose**

The Coordinator, Sponsorship & Trade Show Logistics, is responsible for coordinating administrative, logístical, and event planning support to the Manager, Sponsorship and Partnerships, and the Director, Sponsorship and Events in the successful delivery of FCM trade shows and sponsored events (in person and virtual) annually and throughout the year.

The work at FCM includes FCM becoming an even more member-driven organization that balances the realization of its goals with a people-centered approach. The incumbent embodies FCM’s commitment to being a healthy, diverse, inclusive and anti-racist organization. The Coordinator, will maintain the highest level of confidentiality, professionalism and exercise good judgment including the ability to escalate to management when help is required and being able to meet deadlines as set out by their direct manager within a fast-paced corporate environment.

**Key Responsibilities**
- Lead the planning of logistics for the annual trade show and sponsored events
- Provide administrative support to both the Manager and Director, which includes tracking documents and managing deadlines with follow up as needed; CRM invoice processing
- Provide support to the Sponsorship and Events department:

- Monitor and track deliverables/deadlines, including follow ups with sponsors and trade show exhibitors, clients and internal service providers; update database with assets submitted, obtain approvals, ensure all relevant teams are informed and creating project documentation and communication;
- Support the annual revenue budget setting process, responsible for expense budget line items related to trade show and sponsored event expenses, in collaboration with the Manager, Events; support data entry in CRM Financial Processing.
- Track information in CRM, such as but not limited to, vendor/supplier contact information, meeting notes, deliverables, agreements, etc.
- Supports the digitization of trade show and sponsorship management processes
- Attends venue site visits in collaboration with the Events Team; responsible for the trade show floor plan layout and design; directly liaise with the Manager, Events to negotiate contracts and agreements with venues and vendors
- Responsible for producing the annual trade show services manual
- Support the production and maintenance of the digital trade show exhibitor's hub and related metadata in the annual conference event app
- Support for annual events led by Manager, sponsorship and partnerships, including on-site annual conference trade show \and sponsorship activation
- Support the administration of sponsorship agreements and trade show sales and digital promotion and communications
- Coordinates, processes and tracks agreements, invoices related to trade show expenses in collaboration with the Manager, Events
- Assist other team members and/or perform other duties as requested by the Director

**Knowledge, Experience and Skills**
- A combination of 3-5 years' professional and/or lived experience coordinating event planning, trade shows, marketing and communications, corporate or sponsorship sales, sponsorship activation, or business development
- Strong ability to multi-task and track multiple deliverables, working across the Events and Sponsorship Team, and with FCM departments including, Communications, IT and Finance.
- 3-5 years' experience in corresponding with external clients to deliver superior results
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