Learning & Events Coordinator

3 weeks ago

Ottawa, Canada Ottawa Real Estate Board Full time

**About us**

We are professional, innovative, collaborative and our goal is to support our member REALTORS® by providing leading-edge technology, tools and resources, upholding high ethical standards and practices, and advocating for our members.

Our work environment includes:

- Modern office setting
- Work-from-home days
- Growth opportunities

Established in 1922, the Ottawa Real Estate Board is a not-for-profit association serving over 3900 real estate professionals in the great Ottawa area. The Board operates the local Multiple Listing Service® (MLS®) System and provides ongoing professional development, training, and education for its members. In addition, OREB holds several events throughout the year for members and stakeholders.

**Learn, Lead, Succeed**

Reporting to the Manager, Professional Development & Engagement, the Learning & Events Coordinator assists in the end-to-end planning, execution, and evaluation of learning and development offerings, member events, and volunteer engagement. All tasks are performed in alignment with the Board’s Mission and the strategic priorities of OREB’s Annual Learning & Development Plan.

**Responsibilities**

Learning & Development: 45%
- Work with Manager to schedule, coordinate, moderate, and evaluate live and virtual learning sessions
- Host virtual meetings and webinars on the Zoom platform
- Administrate the learning management system (LMS), including course/session set-up and management, completion tracking, attendance list management, and reporting
- Schedule trainers, moderators, Board leaders, and the CEO for learning sessions, and act as the liaison between guest speakers, instructors, and trainers
- Review and test online courses and links
- Prepare learning materials

Events: 45%
- Schedule events, speakers, and vendors
- Coordinate meeting and events facility and technology needs (set-up, refreshments, catering, technology, registration)
- Liaise with, and support, designated teams for larger member events (tournaments, trade show, volunteer appreciation, AGM, networking)
- Coordinate social and community engagement and sponsorship
- Streamline and automate registration processes for members and events
- Seek out new venues, caterers, suppliers, and types of events
- Volunteer Engagement: 10%Revise and administer recruitment and evaluation surveys
- Collate and organize survey responses
- Communicate evaluation survey results to staff and chairs
- Disseminate, gather, and record submission of forms and documents
- Produce lists and reports
- Revise letters and send to applicants
- Support Manager in professional development opportunities for volunteers
- Plan for mid-year and year-end volunteer recognition

**General**
- Liaise with staff and members for learning and event inquiries, registration, invoicing, payments, technical issues, facility needs, and any issues that arise
- Manage meetings and events calendar
- Gather, review, and submit all vendor and trainer invoices to Manager for approval
- Support Manager in the creation/design/proofing of content for all promotional material
- Coordinate with the Communications team for course and event promotion
- Maintain accurate records of participants and event revenues/expenses
- Ensure that vendor invoices from events are forwarded to, and approved by, appropriate staff
- Develop surveys and evaluations for all courses and events
- Provide post-event evaluation links to participants and provide reports to Manager
- Review and edit materials as required
- Establish relationships with venues, vendors, members, and facilitators to support success and move forward strategic priorities
- Document and revise processes, with an aim towards automation

**Skills**
- Superior communication skills, both written and verbal (English)
- Outstanding time management, administrative, and organizational skills with attention to detail
- Excellent customer service and member engagement abilities
- Proven aptitude to follow processes, multitask, prioritize, work autonomously, and meet multiple and/or unexpected deadlines
- Demonstrated calendar management skills
- Ability to operate in a fast-paced environment, pivot quickly, remain calm, learn, and problem-solve
- Agility and flexibility in response to changing priorities and needs with proactive follow-through, solution-orientation, adaptable to change
- Sound judgement regarding confidential and sensitive matters
- Openness to new technology and processes, eagerness to engage in continuous learning and development

**Knowledge & experience**

Must-Have
- Post-secondary education in a discipline appropriate and relevant to hospitality administration, event management, event marketing, or learning and development, or equivalent experience
- Minimum of three years of relevant experience supporting an organization’s event and meeting strategies and/or learning and development program
- Proficiency with MS Office 365 (Word, Excel, Access, Power Point, and O

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