Event & Experience Lead

Events and Engagement Lead- Montreal

Reporting Relationships:
This position reports to the Executive Administrator.

Position Mandate:
The Events & Engagement Lead will work collaboratively with fundraisers and the communications team to craft and implement in-person and virtual cultivation, fundraising, and stewardship events across Canada and overseas, to raise awareness and support for our world-renowned client based in
Israel.

Key Responsibilities will include
:

• Work with Fundraising & Operations to develop an annual Events Calendar, aligned with funding priorities.
• Help identify goals and objectives for each event and manage an evaluation process to measure success; Work with Volunteers and Committees across Canada to deliver on goals and objectives.
• The role will oversee all logistics, development and planning of approximately 15 event programs annually across Canada. This includes research and presentation of appropriate venues, negotiating contracts for all suppliers, travel & accommodation, working with internal Communications and Operations teams for invitations, registration, and RSVP process, as well as dietary needs, and other logistics.
• Develop and maintain project boards, run of show, and other documentation for events.
• Develop and manage accurate budgets.
• Work with colleagues at the main campus institute to manage Travelling Scientist events; Organize VIP visits on campus (Israel) and represent Canada in the Organization for all international events.
• Work closely with scientists and other speakers to ensure that presentation needs are met, and with AV suppliers to ensure appropriate technical and staging needs are in place.
• Take a leadership role in meetings as required, preparing documentation, and ensuring timely follow-up on action items with various stakeholders and team members.
• Prepare and deliver post-event surveys and evaluation reports, highlighting successes and opportunities for improvements.
• Proactively identify new ways to improve the Event Experience, including but not limited to technology, mission integration, and communication.
• Other event-related responsibilities and ad-hoc duties as they arise.

Competencies
:

Leadership

• Sound judgment and decision-making skills
• Demonstrates effective organizational leadership
• Ability to assess situations realistically
• Encourages team members toward team goals, embody and inspires a solution-focused approach to event management
• Support team processes and promotes harmony among team members
• Demonstrate flexibility toward new approaches and taking informed risks

Initiative

• Looks for opportunities to improve the workplace and recommends needed change
• Autonomous, acting, and taking responsibility to complete what is necessary in the absence of being given specific directions
• Self-starter and team player – willingness to at times step outside job parameters to get the job done well

Excellence

• Consistently accurate & thorough
• Effectively juggles multiple tasks, work demands, and shifting priorities in a positive manner, ensuring deadlines are met
• Demonstrates professionalism, confidentiality, and commitment to the organization

Critical/Analytical
Thinking

• Ability to draw conclusions from relevant or missing information
• Strong problem-solving skills

Effective Communication

• Adapts communication for the audience to optimize understanding
• Clearly and appropriately expresses information and his/her desires or needs

Collaboration / Teamwork

• Excellent communication skills to keep colleagues, management, committee members, and donors in the loop on events as they develop.
• A desire to build positive working relationships with members of the team
• Demonstrates knowledge of, or interest in knowing what other team members do
• Values the opinions of others and is open to divergent points of view
• Willingness to wear multiple hats to support the team, when necessary.
• Demonstrates knowledge about the interconnectivity of his/her own procedures with those of other team members

JOB REQUIREMENTS:

• A minimum of 5 years of event planning experience.
• Occasional evenings and weekend work to support event production and to liaise with colleagues in different time zones.
• Ability to work both independently without close oversight, and as a team player who will productively engage with others at varying levels of seniority within and outside Weizmann Canada.
• Possess an existing network of event-related suppliers in at least one city in Canada.
• Excellent writing and communication skills.
• Demonstrated experience in budget development and management.
• Ability to manage virtual events/webinars using platforms like Zoom; including setup, registration, live support, and post-event follow-up.
• Ability to recognize when others need to be involved in activities or decisions.
• Customer service experience in a professional environment.
• Confident, polished, and a high level of professionalism.
• Ability to work in a fast-paced environment to plan, organize, and prioritize work.
• Bilingual (French/English) would be an asset.
• Advanced level of proficiency in MS Office and working knowledge of Raiser's Edge.
• Experience with project management software (e.g., Asana or similar).
• Experience in the non-profit space.