Events and Meetings Coordinator

4 weeks ago

Ottawa, Ontario, Canada Canadian Institute of Planners Full time

Position Overview: The Canadian Institute of Planners (CIP) is seeking a skilled and meticulous Events and Meetings Coordinator to contribute positively to our national not-for-profit organization. This role is essential as we work towards executing our Strategic Plan.

About Us: CIP is a member-driven organization dedicated to representing planning professionals and students throughout Canada. Our members engage in significant initiatives, from designing new communities and public spaces to enhancing public transit and cycling infrastructure. We actively participate in discussions aimed at supporting aspiring planners in their career paths, as well as addressing policy matters related to climate change, community health, housing, and promoting reconciliation, equity, diversity, and inclusion.

Our Commitment: CIP is devoted to fostering a diverse, inclusive, and accessible workplace, ensuring a collaborative environment that encourages both personal and professional development for all team members.

Work Environment: This position requires a hybrid work model, with the expectation of being present in the CIP office a minimum of two days per week.

Compensation and Benefits: The salary for this role is $60,000 annually, accompanied by a comprehensive benefits package that includes:

  • Extended Health, Dental, Life Insurance, AD&D, LTD, and Employee and Family Assistance Program (with premiums covered by CIP, except for LTD)
  • An RRSP/TFSA contribution matching program of up to 5% of gross salary
  • Generous vacation policy offering 18 paid days per year, plus additional non-statutory holidays
  • Up to 12 paid personal leave days annually for illness or family emergencies
  • Opportunities for professional development
  • A flexible hybrid work environment in accordance with CIP policies

Application Process: We welcome candidates who are enthusiastic about delivering exceptional events and webinars and are eager to collaborate with the CIP team and stakeholders nationwide. Interested applicants should submit a single PDF document that includes:

  • A cover letter outlining relevant skills, experiences, and qualifications
  • A detailed CV summarizing pertinent knowledge and work experience

Position Summary: The Events and Meetings Coordinator will be responsible for organizing the annual national hybrid conference, managing logistics for various meetings, and coordinating webinars throughout the year.

Key Responsibilities:

Conference Management:

  • Collaborate with the Conference Program Advisory Committee and the Director of Member Services to develop the annual hybrid conference program, including sessions, workshops, and social events.
  • Oversee logistics, communications, and registration for speakers and attendees.
  • Identify and coordinate logistics for audio-visual needs, transportation, catering, and other necessary services.
  • Lead the development of online event management systems and support registration processes.
  • Produce reports and monitor metrics related to attendance, feedback, and budget outcomes.

Meeting Coordination:

  • Manage logistics for in-person meetings, including accommodations, venues, and materials.
  • Coordinate virtual meetings as required.

Webinar Development:

  • Create detailed plans for webinars, including scheduling, promotion, and follow-up.
  • Coordinate with speakers and moderators, providing necessary technical support.

Qualifications:

The ideal candidate will possess:

  • Experience in a membership-based or not-for-profit organization.
  • Project management skills in event planning and execution.
  • Strong communication and interpersonal skills.
  • Proficiency in IT and online learning platforms.
  • Bilingualism (English/French) is an asset.

Preferred Attributes:

  • Collaborative mindset with a commitment to inclusivity.
  • Excellent organizational and time management skills.
  • Ability to adapt in a fast-paced environment.

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