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JOB DESCRIPTION

Position: Conference & Event Co-ordinator
Type: contract/paid internship (Job Creation Program/JCP), see eligibility below
Organization: Ontario Co-operative Association
Location: Guelph, Ontario

About the Ontario Co-operative Association: On Co-op develops, unites and promotes co-operatives throughout the province of Ontario. The Ontario Co-operative Association Inc. (On Co-op) believes that co-operatives build a better world. We are the trade association and capacity-building organization that develops, educates and advocates for Ontario's 1,300 co-operative businesses.

GENERAL DESCRIPTION: Working with both the Communications & Event and Member Relations Managers, you will assist in the planning, development and execution of a province-wide, full-day event taking place in September 2017 in Toronto ON. There are three key components to this event: the Annual General Meeting, the Conference and the Dinner Banquet.

KEY RESPONSIBILITY AREAS:

  1. Develop a process to ensure the smooth amalgamation of all three key events for 2017 and moving forward. This may include but is not limited to: amalgamating current task lists to improve efficiency, combining tracking sheets to decrease overlap, holding meetings with the individuals responsible for each event to ensure all tasks are executed on time and on budget, etc.
  2. Under the direction of the Communications and Event Manager, plan all logistics related to the Conference and Banquet, including the arrangement of speakers’ accommodations and travel requirements, food and beverage details, audio/visual requirements, etc.
  3. Under the direction of the Member Relations Manager, plan the Annual General Meeting (AGM).
  4. Under the direction of the Member Relations Manager, plan the Co-operative Spirit Awards ceremony, (to be held during the conference luncheon).
  5. Assist with sourcing of live auction items, which will be part of the evening banquet’s fundraiser.
  6. Work with the Banquet Planning Committee to organize all aspects of the evening portion of the event.
  7. Manage the online registration systems and processes from beginning to end, including regular monitoring of delegates and fielding inquiries from potential delegates.
  8. Under the direction of the Communications and Event Manager, assist in the development and execution of a communications strategy to promote the event through various electronic media/communications tools (e.g., website content development and updates, monthly newsletter write-ups, social media posts, and media releases). Ensure the accuracy and updating of all information regarding the event.
  9. Under the direction of the Communications and Event Manager, assist in the development and distribution of all print communications related to the event (e.g., invitation, teaser, event program).
  10. Prepare and distribute all communications to the event registrants (i.e., confirmation emails, electronic evaluations, etc.)
  11. Assist in the preparation of various materials required for the AGM and conference (e.g., sponsor boards, signage, workshop packages, PowerPoint slides, etc.)
  12. Order AGM and conference supplies as required.
  13. Organize and participate in regular check-ins and meetings with both supervising managers as required.
  14. Attend and work at the September 28th event (this will require an overnight stay on Sept. 27th).
  15. Following the event, prepare a final report, including an analysis of evaluation results.
  16. Conduct any post-event communications and financial reconciliation as required.
  17. Compile a detailed Event Procedure Manual and Task List that streamlines all activities, to be implemented and applied for future events.

STAFF TEAM

  1. Support and promote a strong staff team culture.
  2. Participate in staff meetings as required.

QUALIFICATIONS:

  1. Graduate of university or college.
  2. Demonstrated event planning and execution of a large or small conference and/or fundraiser a huge asset.
  3. Ability to work well independently.
  4. Strong attention to detail and organization skills.
  5. Effective at multi-tasking and time management.
  6. Excellent written and verbal communication skills.
  7. Strong interpersonal relationship skills.
  8. Some knowledge and/or experience working with budgets an asset.
  9. Good knowledge of Microsoft Office programs, including Word, Excel, PowerPoint and Outlook.

**ELIGIBILITY CRITERIA: PLEASE READ CAREFULLY AS THIS IS VERY IMPORTANT**

In order to be considered for this position, applicants MUST fulfil the following Job Creation Program (JCP) criteria: be unemployed, out of school, and eligible for Employment Insurance (EI) – be it either a current EI recipient or having accessed EI in the last 3 years. The EI eligibility status of the candidate(s) selected for an interview will be reviewed and confirmed prior to the interview. The selected candidate will be required to visit an Employment Ontario Service Provider in Guelph ON, to complete a JCP application that will be submitted to the Ministry of Advanced Education and Stills Development, Employment Training Division, for review, prior to confirmation of participation.

DETAILS

Timeline: 35 hours per week, starting in June 2017 and ending October 27, 2017

Attire: Business casual

Hours: Approx. 8:30am - 4:30pm, Monday to Friday

Location: The majority of this position will take place at the On Co-op office at 30 Douglas Street, Guelph, ON. There will be minimal travel, however, the individual will be required to stay overnight in Toronto on Sept. 27 and 28 to help set-up and work the event.

APPLICATION INFORMATION

Please apply in writing ONLY, by emailing your cover letter and resume to us by the deadline of June 23, 2017 by 4:00pm EST. Please quote the position title in the subject heading, and confirm that you meet the eligibility criteria in your cover letter.

Attention to: Audrey Aczel, Communications & Event Manager, Email: aaczel mask ontario.coop*

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GoodWork ID: 40607       Date posted to GoodWork.ca: Jun 4 2017