Travel & Events Coordinator

6 days ago

hybrid Waterloo Ontario Canada fulltime November H2R Business Solutions Full time $60,000 - $80,000 per year
New Apostolic Church

Location: Hybrid (in-office preferred) Reports to: Finance Manager Department: Executive Team Travel: Occasional national travel required
Position Overview The Travel & Events Coordinator is responsible for overseeing all logistics for national and regional church events across Canada, including conferences, meetings, worship gatherings, and special celebrations. This role manages travel arrangements, venue bookings, transportation, accommodations, meals, and event registration. The ideal candidate is highly organized, experienced in event and travel logistics, and able to work independently while collaborating closely with the Executive Team. This role requires strong problem-solving skills, the ability to respond quickly when issues arise during events, and a commitment to providing an outstanding guest experience.   Key Responsibilities
Event Planning & Logistics
  • Plan and execute all aspects of national and regional church events across Canada.
  • Source, negotiate, and book venues, catering, accommodations, transportation (buses, shuttles, flights), and equipment rentals.
  • Manage vendor contracts, ensuring cost-effectiveness and compliance with approved budgets.
  • Utilize negotiation skills when dealing with a variety of vendors, including hotels, to ensure best pricing.
  • Coordinate logistics for guest speakers, including scheduling and hospitality.
  • Oversee event setup, on-site operations, coordination with volunteers, and teardown.
Travel Coordination
  • Arrange travel for ministers, staff, volunteers, guest speakers, and event participants.
  • Secure accommodations, meals, transportation, and any special travel requirements.
  • Provide clear and detailed itineraries to all travelers in advance.
  • Serve as the weekend "on-call" contact during events for urgent travel issues (e.g., delays, cancellations, rerouting).
  • Ensure proper reconciliation of credit card statements.
  • Organize and track travel credits across various merchants and retailers.
Registration & Communication
  • Develop and manage event registration systems, online forms, and payment processing.
  • Act as the primary contact for all travel- and logistics-related inquiries, responding professionally and promptly.
  • Communicate event details, logistics, and updates to registrants in a timely manner.
  • Coordinate on-site registration, check-in, and attendee flow.
  Collaboration & Administration
  • Work closely with church leadership, committees, and the Executive Team to ensure event goals and expectations are met.
  • Develop and manage event budgets in collaboration with finance staff.
  • Maintain an organized database of venues, transportation providers, and vendors across Canada.
  • Generate post-event reports including attendance, participant feedback, and financial summaries.
  • Make recommendations to leadership regarding potential travel software or tools to improve efficiency.
  Qualifications
Education & Experience
  • College Diploma in Travel Management, Events Management, Hospitality, or a related field.
  • Minimum 5 years of experience coordinating events, corporate travel, or travel logistics.
  • Demonstrated experience with contract negotiation, vendor management, and budgeting.
Skills & Competencies
  • Strong knowledge of the events and hospitality industry, ideally with established vendor and venue contacts.
  • Excellent organizational skills with the ability to manage multiple events and deadlines simultaneously.
  • Proficiency with event registration platforms, forms, and online systems.
  • Strong interpersonal and communication skills, both written and verbal.
  • Ability to work independently while collaborating effectively with staff, ministers, volunteers, and external partners.
  • Exceptional attention to detail and a commitment to delivering a positive guest experience.
  • Ability to remain calm and responsive during urgent or time-sensitive travel situations.

Other Requirements
  • Willingness to travel within Canada as needed for event planning and execution.
  • Flexibility to work occasional evenings and weekends, including on-call availability during events.
  • Commitment to the mission, values, and culture of the church community.
    Compensation & Benefits
  • 100% employer-paid benefits.
  • Mandatory retirement plan available after one year of employment (4% employer match).
  • Paid personal days
  • Competitive vacation entitlement
  • Hybrid work arrangement, with a preference for in-office presence.
    New Apostolic Church Canada is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on citizenship, age, family status, race, sex (including pregnancy), creed, sexual orientation, gender identity, gender expression, place of origin, disability, or any other protected characteristic as outlined by the Ontario Human Rights Code.   New Apostolic Church Canada welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process. If you require a disability related accommodation during the application process under the Accessibility for Ontarians with Disabilities Act (AODA) please reach out to the job poster.   This position is considered a position of trust due to potential interaction with seniors and children and as such, a background check will be required of the successful candidate.   #ind1    

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