Events Coordinator

Event Coordinator

About OSCIA

The Ontario Soil and Crop Improvement Association (OSCIA) is a unique not-for-profit farm organization whose diverse membership has a significant presence in all agricultural areas of the province and across all major sectors. The mission of OSCIA is to facilitate responsible economic management of soil, water, air and crops through development and communication of innovative farming practices. OSCIA is a leader in agricultural program delivery, including cost-share funding distribution, educational workshop offerings for farmers, and administration of on-farm applied research and knowledge transfer opportunities.

Job Summary

The Events Coordinator is responsible for planning and delivering OSCIA's key events, including the AGM, Summer Director Meeting, trade shows, workshops, and staff activities. This role manages logistics, liaises with partners and sponsors, supports local associations with standardized procedures, and ensures events are professional, engaging, and aligned with OSCIA's goals.

Key Responsibilities

Event Coordination

• Plan, coordinate, and oversee all OSCIA events, acting as the primary contact to ensure seamless execution.
• Organize staff team-building activities and celebrations, including tours, group meals, and the annual holiday party.
• Lead the planning and delivery of major OSCIA events such as the AGM and Summer Director Meeting.
• Prepare detailed itineraries, manage participant registration, and develop promotional and publicity materials.
• Serve as an engaging event host/MC when required, introducing speakers and keeping programs on schedule.
• Work cooperatively with provincial office staff and field representatives in coordinating activities, including Canada's Outdoor Farm Show demonstration site and AGM.
• Oversee all trade show events attended by program staff, ensuring effective promotion and visibility of cost-share programs.
• Develop and maintain a standardized event procedure checklist to support consistent execution across all OSCIA-hosted events.
• Coordinate the posting and selection process in support of annual OSCIA recognition awards (Soil Champion, Don Hill Legacy, etc.)

Outreach and Promotion

• Collaborate with the Communications Coordinator to promote events effectively, increasing awareness among members and the broader agriculture sector.

Stakeholder Engagement

• Develop and maintain strong relationships with sponsors, delivering a sponsorship program that supports the Association.
• Collaborate with event partners and manage contracts with service providers, including venues, caterers, and content providers.
• Oversee all event logistics, such as accommodations, transportation, facilities, catering, signage, displays, accessibility needs, audiovisual equipment, printing, and security.
  

Qualifications & Experience

Education: Post-secondary education in event management, project management, communications. Equivalent work experience considered.

Specific Experience

• A minimum of 5 years' industry experience including strong project management skills with the ability to be self-disciplined, self-motivated and take initiative.
• Proven track record managing event logistics, including venues, catering, accommodations, audiovisual requirements, and participant registration.
• Experience collaborating with external partners, sponsors, and service providers, with demonstrated ability to negotiate and manage contracts.
• Background in event promotion and communications, including preparing publicity materials and driving participant engagement.
• Demonstrated ability to excel in a dynamic team environment, making effective contributions.
• Experience developing and implementing standardized processes or checklists to ensure consistent, high-quality event delivery.
• Strong organization, prioritization and time management skills with the proven ability to manage multiple projects at one time. Detail oriented.
• Ability to thrive in a fast-paced environment.
• Proficiency with computer applications and technology.
• Farm background or experience in the agriculture sector and/or not-for-profits is an asset, as are French language skills.
• Possess a valid Ontario Driver's License, have a reliable personal vehicle.
• Must be flexible to travel in Ontario and have a willingness to work outside of normal office hours, when required (events, meetings etc.). Flexible to work evenings and weekends as needed for events.
  

Behavior Competencies

• Adaptability: Demonstrate a willingness to be flexible, versatile, and dynamic in a changing work environment while maintaining effectiveness and efficiency.
• Ethical behaviour: Ensure personal behaviours align with the Association's core values and code of conduct.
• Relationship development: Establish and maintain positive working relationships with others, internally and externally.
• Effective communication: Speak, listen, and write in a precise, clear, and timely manner using appropriate and effective communication tools.
• Client focus: Anticipate clients' needs and respond in an appropriate and timely manner, seeking to provide the highest quality service.
• Teamwork development: Work cooperatively and effectively with others to set goals, resolve challenges, and make decisions that enhance cross-functional cooperation.
• Initiative: Ability to assess and initiate tasks independently.
• Decision-making: Assess role-based situations to determine the importance, risks, and make clear decisions in a timely manner.
• Time management and organization: Set priorities, develop a task schedule, monitor progress towards deadlines.
• Problem-solving: View problems as learning opportunities, focus on improving future results.
• Cultural Competence: Value diversity and inclusivity, demonstrating an ability to work effectively with trust across various departments.
• Foster Sustainability: Ensuring the work we do improves the viability and sustainability of rural Ontario and Ontario agriculture.
• Continuous Learning: Participates in an environment of professional development and personal growth.

Location: 1-367 Woodlawn Road West, Guelph, Ontario

OSCIA offers a competitive compensation package and is an equal opportunity employer. OSCIA offers a blended work week that allows for a minimum number of days in our Guelph office, but also the equipment and support to work remotely for a set number of days each week.

We thank all applicants for their interest, but only those candidates under consideration will be contacted.

Thank you for your interest in this position

ACCESSIBILITY STATEMENT (AODA IN ONTARIO)

OSCIA is committed to providing a barrier-free work environment in concert with the provincial guidelines for accessibility (Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, Ontario Only). As such, OSCIA will make accommodations available to applicants with disabilities upon request during the recruitment process.

HUMAN RIGHTS STATEMENT

OSCIA strives to ensure that its employment practices are free from direct and indirect discrimination and is committed to upholding the human rights of those participating in the hiring process. In pursuit of this commitment, OSCIA will not condone or tolerate any acts of discrimination or harassment under any of the grounds protected under human rights legislation. This commitment extends to the hiring process and throughout the course of employment.