Events Manager - Ottawa, Canada - Métis National Council Secretariat Inc.

Description

Position Title:
Events Manager


Reporting To:
Senior Director of Administration


Location:
Remote, hybrid or local (MNC Office, # Elgin Street, Ottawa, ON)


Position Status:
Full Time (35 hours per week), Permanent


Closing Date:
April 30th


The Organization:

The Métis Nation is a distinct Indigenous people recognized under Section 35 of the Canadian Constitution Act, 1982. The Métis National Council (MNC) and its Governing Members advocate for the Métis Nation.

The primary mandate of the MNC is to work with federal and other key stakeholders to resolve systemic issues and concerns of the Métis Nation such as the fiscal relationship with the federal government; economic development; health; childcare and family services; education; environment, Métis veterans, and language promotion and protection.

The MNC represents the Métis Nation both domestically and abroad and seeks to reinforce the Métis Nation's right to self-government in Canada.

The Position:

Reporting to the Senior Director of Administration, the Events Manager is tasked with ensuring the success of all MNC meetings and events.

Responsibilities encompass adhering to approved budgets for various gatherings, facilitating negotiations with service providers, overseeing Indigeno travel arrangements, managing modifications, and reconciling associated expenditures.

Additionally, the Events Manager is responsible for providing managerial guidance to the Events and Logistics Coordinator, ensuring equitable distribution of tasks.

Collaborative efforts with the Finance department are essential for timely reconciliation of invoices and the establishment of efficient file and database management systems.

Key Responsibilities:

∞ In consultation with the various departments oversee the logistics required for Métis National Council meetings and events.

∞ Review and negotiate supplier contracts t ensure tehir accuracy, aligning them with the agreed upon terms and staying within the allocated budget for the meeting. This includes venue contracts, hotel room block bookings, catering, audio-visual and travel itineraries

∞ Ensure that travel bookings are cost-effective and that all special requests by travelers have been accommodated (i.e. dietary needs, seating requests, flight routing, etc.)

∞ Manage changes to travel and meeting arrangements promptly and creatively. Advise the Finance department, senior event lead (Director), and Senior Director of Administration of any unexpected costs in a timely manner.

∞ In collaboration with the Events Team, ensure that all meeting documents and required materials are available at each meeting, that the venue is set up and that audio-visual systems are in good working order

∞ Develop systems to ensure list of participants and records participant expenses and logistics, and note any special meeting requirements are well maintained

∞ Ensure the suppliers are aware of the primary MNC point of contact and that there is a designated on-site contact person for each meeting

∞ Track meeting costs and provide regular, accurate and complete updates to the Finance Department with all supporting receipts, invoices or documentation. Ensure compliance with MNC financial policies and procedures

∞ Submit expenses to Finance to facilitate accurate accounting and bill payment for hotels, accommodation, flights and ensure that all meeting expenses are paid in a timely manner

∞ Ensure a smooth planning process for events led by policy directors by developing policies and procedures in consultation with the Director of Communications and Public Relations and Senior Director of Administration.

∞ Reconciling invoices after each meeting/event to ensure that all logistics are accurately reflected and coded to the appropriate project.

∞ Development of procedures and processes to ensure effectiveness and clarity of MNC meetings and events.

∞ Providing support and oversight to the Events and Logistics Coordinator

∞ Participating in hiring, onboarding and offboarding of the Events team

∞ Conducting performance management reviews of direct reports


Qualifications:

∞ High school graduate with a minimum of 5 years of experience or training in travel, event planning or logistics

∞ Minimum of two years of experience overseeing staff including delegating work, hiring, onboarding, offboarding and performance review.

∞ Solid understanding of event planning, travel bookings and meeting organization

∞ Proficient in Excel, MSWord, Outlook as well as knowledge of web-based search engines

∞ A minimum of two years experience in finance related to supplier contracts, event budgeting and expense management.

∞ Excellent communication skills - engages in professional, courteous communication at all times

∞ Ability to work with management, employees, media, and the larger community

∞ Ability to coordinate efforts of various teams in order to present