Events and Development Specialist - Ottawa, Canada - Experiences Canada

Experiences Canada
Experiences Canada
Verified Company
Ottawa, Canada

1 month ago

Sophia Lee

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Sophia Lee

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Description

Overview

Experiences Canada (EC), established in 1936, is a national registered charity that helps young Canadians explore their country in ways they never may have imagined through group exchanges, forums, conferences, and other learning opportunities to connect with one another.

The
Specialist works with the Senior Director, Programs and Development in the planning, design and successful delivery of events and activities that support EC's mission including youth forums, professional development conferences and other public-facing programs or events.

Fundraising to support events is a key part of this position and will involve working with the senior management team on strategies and implementing the development plans.

This position works with a small team based in our Ottawa office.

This is a role that requires attention to detail, a high degree of organization, an ability to work regularly in a CRM (Salesforce) and project management software, excellent communication skills, and collaboration with a wide range of stakeholders.


Type:18-month contract position (to Oct possibility of moving to full-time permanent within the 18 months


Responsibilities and Duties
The
Specialist performs a wide range of duties including, but not limited to, the following:

Coordination and Administration

  • Assist in the planning, logistics and delivery of EC's annual events working with a team to define workplans, locations and venues, content development or acquisition in both official languages, and experts/speakers.
  • Work with the senior management team to establish or deliver annual and event specific fundraising targets
  • Conduct outreach to potential sponsors and donors including arranging and presenting inperson at pitch meetings
  • Define which event marketing and outreach materials are needed and collaborate with the marketing, communications (MarComm) team to develop and deliver event outreach plans and produce the final event outreach / marketing materials.
  • Assume the lead role in recruiting and managing youth leaders and ensure they have proper onboarding and training for their support roles, and supervise them in the delivery of their project such as mentoring younger participants
  • Liaise with all speakers and facilitators to ensure their roles are clearly defined, their materials are secured on time,, and they are supported as needed to meet deadlines.
  • Support the design and distribution of event or program resources including guidebooks, learning modules and lesson plans, in both official languages.
  • Oversee the participant selection and registration process from intake platforms (i.e. Eventbrite) and coordinate communication with selected participants.
  • Address all project inquiries and communications from the public pertaining to this role
  • Ensure promotional and other materials including gift bags, name tags etc. are ordered and readied in advance of an event.
  • Assume lead role in managing the event/program budget and ensure that spending is in line with predefined budgets and work plans. This is supported with the Sr. Director as well as with the Director of Finance.
  • Work closely with MarComm to track analytics on all events and projects and integrate those analytics in any event/project KPI reporting.
  • Be part of strategic planning to drive future, successful events and projects working closely with the team to define realistic and achievable targets.
  • Act as the lead advisor across Experiences Canada's program departments for identifying the best public events and conferences to advance shared or department specific priorities for staff to attend.

Communications & Collaboration

  • Participate in regular crossdepartment meetings based on the areas of defined activity such as with Finance for budget or MarComm for promotion
  • Collaborate on workplans that involve other staff or departments using the Asana project management tool as the main tracking tool
  • Ensure projects or events that involve volunteers, Board members and staff have a clearly defined roles and responsibilities plan that is communicated in advance so all are clear on their respective tasks
  • Support the recruitment and management of volunteers who help with events or projects ensuring all forms (liability waivers etc.) are completed and filed properly

Evaluation and Reporting:


  • Ensure that event/project deliverables are on time, within budget and at the expected level of excellence that also meet funder(s)'s obligations
  • Provide regular updates to your supervisor and senior management as requested
  • Support the administration of an event/project evaluation process based on predefined KPIs and goals(with input from senior management and/or a consultant)
  • Report on the progress of these KPIs at any time of an event's or project's lifecycle
  • Draft interim and final event reports for funders, senior management and the Board of Directors as needed
  • Provide recommendatio
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