Meetings and Events Coordinator

2 weeks ago

Mississauga, Canada The College of Family Physicians of Canada Full time

**Job Posting**

**About the CFPC**

The College of Family Physicians of Canada (CFPC) is the professional organization that represents more than 42,000 members across the country. The College establishes the standards for and accredits postgraduate family medicine training in Canada's 17 medical schools. It reviews and certifies continuing professional development programs and materials that enable family physicians to meet certification and licensing requirements.

**Our Mission**: Leading family medicine to improve the health of all people in Canada—by setting standards for education, certifying and supporting family physicians, championing advocacy and research, and honouring the patient-physician relationship as being core to our profession.

**Our Vision**: Leading family medicine. Improving lives.

**Our Values**: Caring; Learning; Collaboration; Responsiveness; Respect; Integrity; and Commitment to
Excellence.

**We are recruiting for a Meetings and Events Coordinator**

**Posting #: 2023-52 and 2023-30**
**Department: Conference and Events**
**Division: Corporate Services**
**Reports to: Manager, Meetings and Events**
**Classification**: Support Staff
**Status: Contract Full Time**
**Contract end date (if applicable): 12 to 15 Months**
**Job Family: Professional/ Knowledge Worker**
**Full Time Equivalent: 1.0**
**Bilingual (English/French): No**
**Salary Range: Min. $61,606 Mid. $77,008 and Max. $92,410**

**Summary**

This role is responsible for the planning, management, and oversight of a broad spectrum of tasks for
FMF and the CFPC including but not limited to, special events, networking opportunities, food and beverage planning, internal and external stakeholder meetings and travel management. The two incumbents of this role will work together and separately on the projects outlined below as directed by the Manager, Meetings & Events.

Page **1* of **3*

**Main responsibilities may include but are not limited to**:
**Family Medicine Forum (FMF)**
- Work with the Manager, Meetings and Events, the Director, Conferences and Events and the

Coordinator, Meetings & Events in the overall planning, development, oversight and execution of all meetings and events that take place during FMF.
- Project management and oversight of special events that happen throughout FMF
- Lead and coordinate planning meetings with many internal stakeholder groups
- Strategize overall concepts and monitor industry trends to continually evolve these events
- Create memorable and meaningful event and networking experiences for our members
- Responsible for building and maintaining positive relationships with suppliers and vendors
- Lead and contribute to special event and networking discussions at FMFC and FMFWG
- Take on a managerial oversight role for all aspects of these events leading up to and onsite
- Lead and guide onsite suppliers, AV techs, emcees, chairs, hosts, VIPs, Board members etc.
- Negotiate space, venues, and supplier contracts, secure and obtain excellent value for CFPC
- Review and include important contract terms and follow the CFPC CRF review procedures
- Utilize a risk management approach to contracts to ensure CFPC threats are minimized
- Oversee event budgets and manage costs on behalf of FMF and various CFPC departments
- Use solid guiding principles and excellent judgement to maintain cost effective events

**CFPC External Meetings and Events**
- Coordinate and work with the Manager, Meetings and Events, the Director, Conferences and

Events, the Coordinator, Meetings & Events, Executive Office, CFPC committee coordinators and other staff in the development of the overall planning and logistics for external meetings and events across Canada.
- Strategize, plan, and advise internal and external stakeholder groups for event development
- Initiative and good judgment is required to minimize risk and maximize return on investment
- Source, RFP, compile, negotiate, and provide cost estimates to Exec and committee coordinators
- Analyze quotes, negotiate best value, review contracts, create CRF, and contract oversight

**CFPC Travel and Hotel Program**
- Manage all contracted hotel room blocks, release dates and attrition amounts for FMF
- Work with Marketing Lead to promote and highlight hotels that are under-utilized for FMF
- Book accommodations for all staff and VIPS per preference, category, and hotel utilization
- Coordinate travel and accommodations for CFPC programs and events
- Coordinate the renewal of hotel corporate rates annually
- Maintain all travel rewards for participating hotels
- Arrange and book hotel accommodations as required for various internal and external groups

**Other related duties**
- Ensure effective and professional communications with all internal/external contacts
- Develop and maintain collaborative relationships at all levels of the organization
- Work in accordance with all CFPC policies, procedures, processes, and all applicable legislation
- Work in accordance

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