Conferences and Member Communications Coordinator

3 weeks ago

Toronto, Canada Canadian Credit Union Association Full time

Canadian Credit Union Association (CCUA) is the national trade association for the Canadian credit union industry. Canada's credit unions are vital competitors in the financial services industry.

As the national voice and national forum for Canada's credit union, CCUA actively leads and participates in initiatives to build successful, competitive, and growing credit unions in Canada. Our team of experts are called on to provide support to our members through strong advocacy, expert research and the provision of value-add services.

To achieve this, we hire talented and driven people interested in working in a dynamic part of the financial services industry in Canada. We are currently hiring for a Conferences and Member Communications Coordinator.

Working within the scope and mandate of the Canadian Credit Union Association (CCUA) and reporting directly to the Senior Manager, Conferences and Member Communications, the Conferences and Member Communications Coordinator is responsible and accountable for assisting and supporting the planning, implementation, coordination and follow-up required for all Conferences, Forums and AGMs as well as member communications activities as required.

KEY RESPONSIBILITIES

**Deliverables and Main Supporting Activities**:
1. Conferences, Meetings & Event Planning and Logistics
Provide support for national events and in the planning of conferences and events (including Hike the Hill and other GR lobbying events). Liaise with internal and external CU members to coordinate and organize CU sector-wide meetings.
- Assist with planning, scheduling, and coordinating all aspects of CCUA large-scale events and conferences including agenda/program development, speaker management, food and beverage menu selections, air transportation arrangements, registration and accommodation, hotel function schedules, and audio-visual/technical requirements, sponsor and exhibitor solicitation and management
- Negotiate contracts with vendors (AV, caterers, etc.)
- Support the World Council Of Credit Unions (WOCCU) as required, and organize credit union visits when WOCCU is hosted in Canada
- Assist with the budget process by forecasting and tracking event expenses and revenues
- Create Pheedloop registration site for each conference, upload all orders and send to accounting for processing
- Oversee the development and launch of conference and event online registration systems and conference app
- Oversight for each conference or event from preparation and setup through teardown ensuring format is as planned
- Provide on-site leadership to ensure the successful execution of CCUA conferences and events
- Coordination of keynote speakers and moderators as needed
- Coordinate with offsite vendors and suppliers

2. Relationship Management
- Work with CCUA staff on event-related and member communication programming
- Assist with independent contractors and all vendors assisting in the coordination of CCUA conferences, events and meetings
- Co-ordinate and distribute any materials to senior management and staff as applicable ahead of the pre-planning meetings

3. Member Communications
- Assist Senior Manager, Conferences & Communications in drafting speaking notes/presentations and other member communication materials for executive team
- Assist in coordinating CCUA’s participation in sector meetings; liaise with CCUA CU members to confirm presentation dates and times and assist with arranging logistics for CCUA staff attendance
- Maintain various mailing lists: CEO, Committees etc.

4. Administrative
- Management of files, correspondence, meetings, travel arrangements, attendance/participants/delegates lists, etc.
- Maintain files on all future and potential conference sites containing details requirements, commitments, and deadlines
- Escalate issues/concerns to the Senior Manager. Conferences & Member Communications when appropriate

Communication

**Internal**: The position requires the exchange and collaboration of information within the various CCUA departments.

**External**: Interaction with vendors/suppliers, CU members, stakeholders, and the public on an ongoing basis

QUALIFICATIONS

Education
- 2-year college diploma in Event Planning or Event & Media Production or other relevant program
- Undergraduate degree/ certificate in business or communications

Experience
- 3 years’ experience in meeting and event planning
- Knowledge of communications practices and experience in drafting management-level communications
- Knowledge of and experience in the Canadian credit union sector is desirable

Qualifications, Certifications, or Designations
- Excellent interpersonal skills to effectively interact with CCUA staff, senior management, Board members, credit union leaders, vendors/suppliers, and external stakeholders
- Superior organization and planning skills, with strong attention to detail and accuracy
- In-depth knowledge of conference and event planning-related software and technology (i.e., r

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