Manager, Meetings and Events
2 months ago
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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 Manager, Meetings and Events
Posting #: 2023-31
Department: Conferences and Events
Division: Corporate Services
Reports to: Director, Conferences and Events
Classification: Management
Status: Contract Full Time
Contract end date (if applicable): 5th June 2024
Job Family: Manager
Full Time Equivalent: 1.0
Bilingual (English/French): No
Salary Range: Min. $87,701.01 Mid. $109,626.26 Max. $131,551.52
Summary
This position will manage and oversee the planning and logistics for CFPC internal meetings, external meetings, events, travel and be a C+E ambassador for staff and Chapters.
Main Responsibilities include the following but are not limited to:
Contract and Supplier Selection | Negotiations and Management
- Contract management for CFPC internal and all external meetings and events
- Receive and negotiate all contracts with facilities, hotels and suppliers for current and future meetings including hotels
- Prepare Request for Proposal / Quotation (RFP or RFQ) for many required suppliers; transportation, catering, travel etc. and analyze, participate in selection, and recommend
Travel Management
- Oversee the CFPC travel, transportation, and accommodations for committees and staff
- Set up annual and event specific travel and hotel partnerships and discounts
- Establish ongoing corporate rates with hotels and travel providers
- Manage CFPC room blocks and ensure accurate reporting by contracted hotels
- Work with tourism bureaus to secure discounts and concessions as appropriate
- Collaborate with finance to ensure all established rules are communicated to Direct Travel
- Conduct annual reviews of travel vendors and partners and develop RFPs as needed
- Develop and conduct annual reviews of the guidelines for Direct Travel
- Address matters related to unused tickets, concessions, special requests, and other inquiries
CFPC Meetings & Event Management
- Oversee all offsite and onsite committee meetings and events
- Lead, inspire, develop, and manage the internal/external meetings team
- Improve systems, developing strategies for managing all internal/external meeting requests
- Manage internal processes, modernize, and streamline meeting tools, forms, and processes
- Develop and oversee organizational training on tools and processes to utilize C+E services
- Source, evaluate, and maintain a list of reputable external meeting locations
- Conduct site visits, provide guidance with site selections, and make recommendations
- Create critical paths, including timelines and staff responsibilities, for all C+E led events
- Provide event oversight for all meetings, whether fully or collaboratively managed by C+E
- Engage the required C+E and other staff to plan and execute these meetings
- Collaborate on all co-led meetings, ensuring responsibilities are clearly delineated
- Ensure all contracts and on-site responsibilities are properly planned and carried out
- Arrange pre
- and post-convention meetings as needed
- Prepare final reports, surveys, feedback, and analysis for C+E led meetings
- Oversee and monitor budgets, tracking contract deadlines and supplier payments
- Research, evaluate and provide guidance on the future of hybrid meetings and events
- Work with venues, operations, and experts as needed to fulfil IT / AV / other meeting needs
- Work with venues/caterers to continually improve value within budgets
- Advocate and educate for C+E services to be utilized throughout the CFPC
- Inspire ongoing improvement and excellence in service delivery
- Track annually all internal/external meetings including relevant details and analysis
- Train, educate and manage the internal and external event teams
- Budget management, review, and coding of CFPC invoices
- Contribute the fulfillment of the strategic goals of the C+E Team and the CFPC where applicable
Supervisory duties:
- Implement staffing plans of the team/department
- Set performance goals and project deadlines that align with CFPC vision, mission, strategic plan, and team/departmental priorities in consultat
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