Meetings and Events Coordinator

4 weeks ago

Markham, Ontario, Canada CIQS Full time

Canadian Institute of Quantity Surveyors (CIQS) is the premier professional association that sets the highest standard for construction and infrastructure economics in Canada. Designated Professional Quantity Surveyors (PQS) and Construction Estimator Certified (CEC) professionals counsel building owners, developers, designers, and contractors at every stage of the design, procurement and construction process to help ensure a return on investment is delivered.

CIQS represents over 2,300 members from across Canada and abroad.

This position is in office for the first 6 months with potential for hybrid - 3 days in office and 2 days remote. The office is located in Markham, Ontario.

Key Duties and Responsibilities:

Duties and Responsibilities

  • Assist and provide administrative support to CEO, Board of Directors, 6 regional Chapters, and CIQS Committees
  • Coordination of CIQS Committee Meetings
  • Minute taking for Board and committee meetings
  • Preparation of board meeting package
  • Event planning for in person CIQS and regional Chapter events – logistics, registration, catering etc.
  • Coordination with external vendors for meetings
  • Coordination of webinar events – set up, rehearsal, logistic moderation
  • Research, compose and type various internal and external correspondence, reports, emails, promotional event notices
  • Online Event Calendar updates
  • Work with Director, Marketing & Communications for event promotions on website and LinkedIn
  • Prepare Annual General Meeting package
  • Maintain and update Board policy manuals, contact lists and orientation manuals
  • Prepare meeting expense claims for processing as required
  • Assist with processing membership invoices, renewals and new applications if required

·      Back up to Membership and Certification Services Manager

·      Maintain an effective filing system (hard copy and electronic files)

·      Available to travel for meetings and or events

·      Available to work extra event hours outside business hours.

·      Some lifting of boxes of event materials (signage, banners, hard copy materials)

·      Other administrative duties as assigned by the CEO

Assets

·       Relevant education and two years of experience

·       Virtual and in person meeting experience is preferred

·      Bi-lingual in both oral and written in French and English preferred

·      Effective communication skills (verbal and written)

·      Minute taking and board experience

·      Proven MS Office proficiency (Word, Excel, and PowerPoint) required

·      Efficiency in Zoom Meetings and Zoom Webinar

·      Ability to learn and use new virtual meeting platforms and membership database platforms

·      Strong organizational and time-management skills

·      Ability to handle multiple requests (internal and external) and prioritize in a timely manner

·      Ability to work independently and maintain the office when other members of staff are involved in meetings or away from the office

·      Proven record in ensuring confidentiality, integrity, professionalism, and diplomacy always

·      Proven well-developed customer-service focus

·      Demonstrated ability to work both independently and collaboratively within a small, team environment

·      Excellent critical thinking skills with the ability to think independently to proactively anticipate the needs of the senior team

·      Must demonstrate high initiative and efficiency with accurate attention to detail, problem solving, and execution

·      Demonstrated good attendance record with the ability to maintain this same standard

Submission Requirements

Individual candidates responding to the advertisement are requested to provide the following:

·      Cover letter with salary expectations

·      Resume

Submit resumes and cover letters to:

Sheila Lennon, CAE

Chief Executive Officer

Submission Deadline: March 18, 2025

Only candidates selected for interviews will be contacted.

Interviews will be conducted throughout the submission process

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