The CCS is the national voice for cardiovascular clinicians and scientists, representing almost 2,500 cardiologists, cardiac surgeons and other heart health specialists across Canada. We advance heart health for all by setting standards for excellence in heart health and care, building the knowledge and expertise of the heart team, and influencing policy and advocating for the heart health of all Canadians.
You want to be part of a hard-working team and organization that makes a difference to the cardiovascular health of Canadians? This position might be for you.
Reporting to the Manager of Meetings and Events, the Coordinator Events & Logistics supports the delivery of programs, meetings and events within the CCS, CCS Affiliates ensuring that they are aligned with the overall strategic objectives, vision and priorities of the CCS and provide value-added services. This includes coordinating different aspects of CCS meeting and events logistics.
The Coordinator Events & Logistics is part of a results-oriented, dynamic team and works closely and collaboratively with their Manager, other departments and other key stakeholders to further the organization’s dominant role in the cardiovascular health and medical specialty sector. In all that they do, the Coordinator is responsible to consistently demonstrate the competencies specified for this position.
Under the direction of the Meeting & Events Manager:
- Coordinate all aspects of meeting and event logistics including travel, housing, venue, accommodations, catering, audio-visual, event management platform, record keeping and post-event activities
- Promote enhanced delegate experience in host cities by developing relationships with key tourism and destination marketing companies
- Create Banquet Event Orders for event catering services
- Liaison and primary point of contact for speakers, VIP and executives and ensures a positive experience by assisting with travel arrangements, arranging gifts and honorariums, and speaker letters as required
- Maintain a professional and collaborative relationship with all event stakeholders. Will lead weekly meetings with clients. Will be responsible to send updates and questions to internal and external clients and suppliers.
- Provide customer service to event registrants
- Responsible for the availability and distribution of all event materials, including any pre- or post-event materials
- Maintain event calendars, planning tools and virtual platform calendars Supports the Communications Team by collecting content during events for use on the CCS website or for other marketing messaging
- Ensure that all event supplies, equipment, signage and materials are shipped appropriately to and from an event and that they are deployed onsite in a timely manner
- Compile historical information for conferences and events as well as any other follow-up reports that are required
- Accurately enter information on meetings and events into databases and/or event platform and ensure that the information is reviewed and updated on a regular basis
- Undertake additional responsibilities from time-to-time, as assigned by the Manager
- Contribute to the development of forecasts, tracking and budgets for events and maintains strict control of all accountable expenses and revenues
- Create purchase orders, invoices and receipts as requested
- Lead the reconciliation of post-event expenses for budget reconciliation
SKILLS AND QUALIFICATIONS
- Undergraduate degree or diploma in meeting and/or event planning and/or business or equivalent education with an appropriate blend of relevant, progressive position-related experience
- Minimum of two (2) years of progressively related experience in meeting and/or event planning
- Experience with all aspects of hotel and large meeting planning, specifically for science-based or technical audiences
- Strong oral and written communication skills
- Demonstrated strong organizational skills, attention-to-detail and time management are essential
- Understanding of and demonstrated commitment to the CCS vision, mission and values
- Flexibility to periodically work irregular hours and to travel within North America (30 days/year)
- Demonstrated experience in and understanding of the unique work environment in a non-profit organization, specifically in the health care field especially as it relates to funding and funding regulations
- Solid knowledge of Microsoft Office Suite including MSWord, Excel and PowerPoint
- Familiar with technology or technology inclined the coordinator will work in different event platforms, databases, and accounting systems
- Strong interpersonal skills
- French language skills
- MPI/PCMA/CSAE membership or volunteer experience is an asset
- Knowledge and/or strong interest in the cardiovascular professional community and the cardiovascular health of Canadians
- Demonstrates flexibility in day-to-day work and challenges
- Willing and able to adjust to shifting priorities, ambiguity and change
- Shows resilience in the face of constraints, frustrations, or adversity
- Learns from experience; actively pursues learning and self-development
- Seeks feedback and welcomes unsolicited feedback
Drive & Commitment
- Drives for results and success
- Conveys a sense of urgency and drives issues to closure
- Persists despite obstacles and opposition
- Sets high standards of performance for oneself
- Pursues aggressive goals and works hard to achieve them
- Does what they say they will do
- Approaches work in a methodical manner
- Addresses problems according to priority
- Plans own work and schedules activities so that deadlines and objectives are met
- Manages time and prioritizes work
- Completes tasks and / or knows when to seek help
- Builds effective relationships with members
- Seeks feedback from members to continually improve and add value to products and services
- Delivers quality products and/or services
- Endorses adherence to work instructions
- Achieves balance between need to meet goals and quality
Relationship & Team Building
- Develops effective relationships with others
- Contributes to effective teams that are committed to organization goals
- Fosters collaboration both within team members and across teams
- Uses team members to address relevant issues
- Demonstrates attention to and conveys understanding of the comments and questions of others listens well in a group
- Oral and written communication is continuously improved
- Provides feedback to others
- Actively listens to others
- Communicates what is needed to/from others
This is a full-time position at 35 hours a week. In addition to 35 hours a week, periodic weekend work and attendance at committee meetings as well as the Canadian Cardiovascular Congress is required. The position may be required to travel up to 30 overnight days/year. This position operates under the pressure of performing several activities where priorities may come into conflict. Evening hours (up to 10 hours per month) may be required for digital events and webinar tech rehearsals, committee meetings, and production.
CCS offers competitive compensation and a comprehensive benefits package; salary is commensurate with experience. To find out more information about the CCS, please visit our website at http://www.ccs.ca.
If you maybe interested in this position, please apply using this link.
While we sincerely thank all those who apply, only those selected for an interview will be contacted.
Commitment to diversity and accessibility
CCS is an equal opportunity employer. We welcome diversity in the workplace and encourage applications from all qualified candidates including women, members of visible minorities, persons with disabilities and aboriginal peoples.
The CCS is also committed to developing inclusive, barrier-free selection processes and work environments. If contacted in relation to a job opportunity, please advise the Society in a timely fashion of any accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.