Job Title: Events Coordinator
Organization: Macdonald-Laurier Institute
Job Type: Full-time
Work Location: In-Person at the MLI Office in Ottawa, ON (Sandy Hill Area) with remote work opportunities
Reports to: Manager of Events and Administration
ABOUT THE MACDONALD-LAURIER INSTITUTE
The Macdonald-Laurier Institute is the place to be if you want to be at the heart of informed debate over how federal power can best be used to protect and promote the national interests of Canada. The Macdonald-Laurier Institute is Canada’s only truly national public policy think tank based in Ottawa. As a non-partisan organization, we provide thoughtful policy recommendations to help shape the public discourse and influence decision-makers across the nation.
POSITION OVERVIEW
The Macdonald-Laurier Institute is seeking an enthusiastic and detail-oriented Events Coordinator to join our dynamic team in Ottawa. The Events Coordinator will play a key role in planning, coordinating, and executing a variety of events, ranging from public conferences and panels to private roundtables and high-level meetings. This position requires excellent organizational skills, attention to detail, effective communication, and the ability to work collaboratively within a fast-paced environment.
KEY RESPONSIBILITIES
Event Planning and Execution
- Coordinate aspects of in-person events and meetings, from initial planning to on-site execution and represent the Institute on-site.
- Coordinate aspects of virtual events, from initial planning to running the technical backend.
- Collaborate with internal teams to define event objectives, themes, target audiences.
- Liaise with vendors & venues as needed to ensure a smooth event.
- Assist with event setup, manage registrations, and handle on-site coordination.
Communication and Promotion:
- Work closely with the Communications team to promote events through various channels.
- Create an event registration page using Eventbrite or a similar software.
- Craft engaging event invitations, promotional materials, and work with the Communications team to ensure post-event communications by providing them all necessary details (Ex. Event description, photos from the event, speaker names, etc.)
Administration:
- Send invitations and track responses in an organized manner.
- Maintain an online event contact database.
- Utilize project management software (Monday.com) to track event details such as title, date, description, program area, status, etc.
- Provide administrative support to the Manager of Events and Administration in keeping detailed records of invoices, receipts and event-related expenditures.
- Prepare any materials needed on event day such as name cards, registration lists, event programs, etc.
Stakeholder Engagement:
- Liaise as needed with internal and external stakeholders, including program leads, speakers, sponsors, and attendees.
- Foster positive relationships with partners to enhance collaboration.
Problem-Solving:
- Address and resolve any issues that may arise during the planning and execution of events.
- Proactively identify potential challenges and implement solutions.
QUALIFICATIONS
- Proven experience in event coordination and planning.
- Exceptional organizational skills and attention to detail.
- Strong written and verbal communication skills.
- Ability to multitask and work effectively under pressure.
- Ability to anticipate the needs of supervisors and work independently with minimal supervision.
- Proficient in Google Workspace (Gmail, Google Docs, Calendar, Sheets, Meet, etc.) and Microsoft Office (MS Word, Excel, and PowerPoint)
- Bachelor’s degree in Event Management, Hospitality, Communications, or a related field would be considered a bonus.
- Bilingualism would be an asset.
- Experience in Eventbrite, Canva, Streamyard, ZohoOne, Dropbox & Monday.com would be considered an asset.
- The Institute is strictly non-partisan; working for MLI is incompatible with active membership in any political party.
HOW TO APPLY
Interested candidates are invited to submit their resume and a cover letter outlining their relevant experience to careers@macdonaldlaurier.ca by January 17, 2025. Please include “Events Coordinator Application” in the subject line.
The Macdonald-Laurier Institute offers a pay and benefits package that is competitive with equivalent positions in Ottawa.
We thank all applicants for their interest; however, only those selected for an interview will be contacted.
