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Shriners Hospitals for Children – Canada is seeking a motivated and energetic person as the Communications and Events Coordinator. This position is hybrid and reports to the Manager of Marketing and Communications, responsible for administrative duties related to marketing and communications, board meetings, as well as event planning.
The incumbent of this position is responsible for the administrative support and general functions of the Marketing and Communications department. He/she ensures the smooth running of the department by performing administrative functions.
The position also plays an important role in supporting internal and external communications initiatives by assisting with intranet updates, presentations, photo, video, story sorting and filing, as well as the distribution of these items to hospital team members or other partners. In addition, he/she coordinates tours of the hospital.
He/she provides support to the MarCom team to execute event strategy and help with key elements of internal and external events, conferences, press events, fundraising events, among others. You will be the lead in coordinating internal hospital conferences.
Overview of tasks:
Administrative Support
– Keep the department activity calendar up to date, including events, appointments and provides daily briefings
– Organize meetings (room reservation, convocation, computer equipment, meals, printing, attendance, etc.)
– Prepares reports and documents (meeting files and summary reports, letters, minutes and resolutions, follow-up letters, reports and other materials, mailing lists, electronic presentations)
– Organize and track physical and electronic files
– Tracking and processing vendor invoices and expenses
– Update procedures, produce minutes, manage follow-ups.
– Ensures that confidential information is handled appropriately.
Event Coordination
– Understand requirements and timelines for each event and be able to plan and communicate needs to department and stakeholders
– Oversee logistics, plan timelines, coordinate communications to leadership
– Partner internally and externally to create and distribute events’ marketing collateral materials in a punctual manner (agenda, posters, pamphlets, plaques, name tags, etc.)
– Coordinate events’ teamwork and set up stakeholder meetings to advance project
– Coordinate event communication – prepare guest lists and invitations, send confirmations, track RSVPs and conference registration
– Manage vendors and place orders for conferences
– Assist with budget estimates and options to ensure events remain within budget guidelines
– Act as onsite facilitator for events including working with volunteers
– Coordinate with IT team on A/V needs; provide basic A/V set ups for onsite events
– Provide office services support and recommendations for events as needed, e.g. transit, hotel, catering, restaurant options
– Provide light general admin support for meeting/event attendees as necessary
– Other duties as assigned by the MarCom team
Requirements
– Minimum DEC or AEC in a pertinent field.
– Bachelor’s degree in marketing or related field or equivalent work experience preferred
– Bilingualism, oral and written (French, English)
– Previous event planning or project management experience
– Excellent communication skills, oral and written, with high level of professionalism
– Excellent organizational and priority management skills with attention to detail
– Project management skills
– Excellent knowledge of the Microsoft Office suite (Outlook, Word, PowerPoint and Excel)
– Flexible schedule to attend occasional important events
– High level of discretion
We offer you:
Full-time permanent position (35 hours per week)
Annual salary: 44K-59K
Shriners Hospitals for Children — Canada offers a competitive salary and comprehensive benefits package. As a private institution under agreement in the health and social services network, we offer the same benefits as the public sector, including: a retirement plan (RREGOP), 13 statutory holidays per year, 9.6 sick days per year, collective insurance, 4 weeks of vacation after one year, and an employee assistant program. In addition, free parking (under certain conditions) or discount for the use of public transportation (Opus card), a supportive work-life balance, and a social club.
Interested in working with us? Send us your CV and cover letter.
