The Conference Board of Canada Looking for Meeting Coordinator (Remote – Canada) at Ottawa, ON Full Time

Employment opportunity: 12-month contract, part time (21 hours/week)

Reports to: Director, Strategy & Operations

Location: Remote work arrangement within Canada

We are seeking a Meeting Coordinator to support a portfolio of Executive Councils.

Our ideal candidate will have experience in meeting and event planning and solid organizational and multi-tasking abilities. An eye for detail and customer focus orientation is required. Your talents include a professional, customer centric approach to everything you do, appreciation for quality standards, creativity, resourcefulness, and attention to detail. You are comfortable with technology and being responsible for trouble shooting technology for virtual meetings for both attendees and speakers (primarily using MS Teams).

We are a virtual organization and as a remote worker you must be comfortable and able to work 100 per cent of the time from a home office in Canada. To be successful as a remote worker you need to have a self-starter attitude, possess strong organizational and time management skills and be a proactive communicator. This is a part time role, working 21-hours per week. Duration at this time is 12-months.

About the Role

• Provide meeting/event coordination, for various executive councils, workshops and events (currently meetings are virtual).
• Work collaboratively with the Council Manager/Director(s).
• Coordinate all pre, during and post meeting and workshop/special event logistics including member, speaker, and hotel/venue requirements and onsite (when in-person meetings return).
• Work closely with Council Manager/Director(s) on member correspondence, preparation and coordination of all meeting information and materials.
• Provide Council Manager/Director(s) with administrative and marketing support, including sourcing new member leads and ensuring Canadian Anti-Spam Legislation compliance as well as keeping marketing materials current.
• Ensure related websites are kept current and updated as required.
• Liaise with outside suppliers including hotels to ensure all meeting details and logistics are accurate/confirmed including contract review, event orders, billing instructions and invoice review (when in-person meetings return).
• Respond to member and potential member general inquiries and ensure follow-up has taken place.
• Support webinar programming for assigned councils.
• Track and review accounts payable and receivable for assigned councils.
• Coordinate and support client and marketing outreach to prospective members and clients.
• Commitment to producing high quality work and demonstrating professional values in all aspects of work and interactions with colleagues and customers.

Required Skills and Qualifications

• Post-secondary education in events management or at least 2 years of related experience in a professional environment with demonstrated experience in meeting/event planning and management.
• Excellent marketing and communications skills particularly the ability to write and speak with clarity and precision.
• Outstanding organizational skills, flexibility and problem-solving skills.
• Project management skills including working with budgets.
• Ability to handle changing priorities and to work under pressure with minimum supervision.
• Strong interpersonal skills and the ability to interact with all levels of internal and external clients.
• Strong customer-service orientation with a desire to exceed customer expectations.
• Strong proficiency using MS Office (especially Word, Excel, PowerPoint, Outlook and MS Teams) and social media.
• Experience using virtual/online meeting delivery platforms.
• Ability to travel to events and meetings as required when it is safe to do so.
• Certification in meeting planning/event management is an asset.
• Bilingualism is an asset.
• Having a home office environment that provides for a productive, professional, and safe work environment during regular working hours is a requirement of this role.

We value the unique skills, experiences, and insights that each employee brings to The Conference Board of Canada. We are committed to fostering an inclusive and accessible work environment where everyone feels valued, respected, and supported. If you require an accommodation at any point during the recruitment process, please email [email protected] and we will work with you to meet your needs.

We wish to thank all applicants for their interest in The Conference Board of Canada. Please note that only those selected for an interview will be contacted.