Events Specialist

6 months ago

Toronto, Canada Public Health Ontario Full time

**JR101174**

**Events Specialist**

**Location**:Toronto-661 University

**Department**: Employee, Capacity Building

**The Role**:
To provide strategic advice, leadership and support to the development and execution of PHO’s professional development, capacity building and education events by managing the planning, coordination and production of events, which include regularly scheduled sessions (e.g., PHO weekly Rounds), a significant annual convention (The Ontario Public Health Convention (TOPHC)) and numerous other major educational workshops and offerings that emerge throughout the year.

**Key Responsibilities-**
- Manage the development, planning and implementation of services and technology that supports the delivery of PHO-led educational events for internal and external audiences.
- Work in partnership with Capacity Building team, PHO staff and external partners to plan, coordinate, and support execution and production of events in order to deliver on PHO’s professional development mandate.
- Provide advice, guidance and support to PHO program areas about the following (but not limited to) event requirements: event format; identification of service needs (including venue, catering, printing, audio visual needs) and their procurement; event registration; speaker engagement, partnership and sponsorship relationships; liaising with speakers, partners, sponsors and PHO’s program areas to ensure that event requirements are addressed.
- Work with Manager, the content area and the procurement department to draft RFPs, business cases and other documents for securing event vendors.
- Conduct environmental scans and needs assessments to align PHO events with emerging best practices; leading process improvement projects including but not limited to, increasing uptake/scalability, engagement activities and evaluation.
- To directly support the strategy, planning and execution of The Ontario Public Health Convention (TOPHC) - PHO’s annual convention including: registration, event sponsorship and exhibitors, speaker management, project management, budget and expenditure tracking and reporting, and vendor management; create and execute detailed critical path documents to ensure that event planning milestones are met and that the event runs smoothly and according to plan while working closely with education specialists for high quality/impact programming.
- Facilitate the securing of appropriate venues for events, including booking venues, conducting site inspections to determine if the venue meets event requirements and complies with the _Accessibility for Ontarians with Disabilities Act_, and developing room layouts; ensuring bookings are consistent with the space available to avoid scheduling conflicts and/or capacity regulations; working with Capacity Building team to ensure that all logistics are taken care of; and responding to any event emergencies or problems as they arise.
- Responsible for timely and accurate events content on the PHO website, PHO intranet and TOPHC website.
- In consultation with the Communications team, coordinate communication in support of events, including assisting in the development of internal and external event communication, and communicating any changes to event participants in a timely manner.
- Work with corporate services (facilities and information technology) to ensure quality delivery of webinar, technology and multi-site events.
- Coordinate and manage volunteers and internal PHO staff supporting education events, including delivery of training sessions
- Identify, develop and maintain records and databases to track current and previous events to inform organizational performance reporting; coordinating event evaluation, system and processes for continuous improvement, to be informed by lessons learned.
- Ensure alignment of professional development events with PHO’s strategic plan and with other public health system goals and objectives.
- Other duties as assigned.

**Knowledge and Skills-**
- Demonstrated evidence of responsibility for execution and production of large educational events.
- Knowledge of legislated requirements for events, such as the _Accessibility for Ontarians with Disabilities Act_, in order to conduct site inspections to determine if the venue meets event requirements and complies with the Act.
- Knowledge of public sector procurement requirements and practices. Experience in preparing statements of work (SOWs) for business cases, requests for proposals and other required documents for securing event vendors.
- Track record of managing vendor relationships, in particular those where significant negotiations may be required, and/or where risk mitigation strategies need to be put in place.
- Knowledge of budget management and reporting requirements/procedures in order to develop and prepare event budgets, to track and maintain a record of all event expenditures, and to ensure that event budgets are adhered to, and managed effectively.
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