Special Event Coordinator jobs in Ottawa, ON

The Public Policy Forum (PPF) is a leading non-profit, non-partisan charitable organization dedicated to finding innovative solutions to Canada’s most pressing challenges through research and dialogue among Canada’s leaders.

In this dual role, the Event and Sponsorship Lead is exceptional at organizing the coordination of virtual, in-person and hybrid roundtables, summits, conferences, meetings. You are also proficient in sponsorship funding.

You bring solid technical production and event coordination experience with a passion for creating flawless and innovative events. The purpose of this role is to produce thought-provoking and impactful events that are tied to PPF’s objectives. This role requires the ability to coordinate multiple events concurrently, both in planning, execution and post event stages. The Event and Sponsorship Lead ensures events are successful and cost-effective. This position requires the demonstration of creative execution combined with exemplary team player behaviours.

The position reports both to the Senior Director, Events & Corporate Affairs and the Vice President, Business Development. He/She will work closely with the PPF Communications & Marketing team, the Policy Team and other teams, as required. The Event and Sponsorship Lead also acts as back-up and support to the Senior Director, Events & Corporate Affairs.

This position will be required to be in the office at a minimum of 1-2 days per week. Depending on the number of events being held in a given week.

KEY RESPONSIBILITIES

Event Management, Logistics & Delivery 45%

Working with the Sr. Director, Event and Corporate Affairs the Events and Sponsorship Lead will:

• Lead and coordinate virtual, in-person and hybrid events, including roundtables, summits, conferences and meetings.
• Set up and utilize virtual event platforms, including liaising with platform vendors and technical support to ensure flawless and successful delivery.
• Organize event logistics, including room reservations, catering, audio-visual requirements and on-site production.
• Track event invitations and registrations through multiple platforms, including Swoogo and Zoom.
• Ensure event-related expenditures remain within budget and flag any variances to the relevant manager or policy lead.
• Prepare event budgets and monitor expenses to ensure events are delivered within approved budgets.
• Review invoices and contractual agreements for venues, AV providers and other event suppliers, identifying and escalating issues or variances to the Senior Director, Events & Corporate Affairs.
• Communicate effectively with participants, speakers, sponsors and other event stakeholders.
• Track participant registrations and payments.
• Organize travel arrangements for staff, participants and speakers.
• Update event pages on the PPF website.
• Collaborate with internal teams to coordinate participant kits, nametags and other event-related assets.
• Execute on-site event set-up and tear-down.
• Manage post-event requirements, including surveys, reporting, KPIs and performance evaluations.

Sponsorship & Partnerships 45%

Working with the Vice President, Business Development, the Events & Sponsorship Lead will:

• Support the development and execution of sponsorship strategies and opportunities aligned with PPF’s events, programs and corporate objectives.
• Identify and research prospective sponsors, corporate partners and other external organizations whose interests align with PPF’s mandate and events.
• Develop and maintain relationships with existing and prospective sponsors and partners.
• Assist in developing sponsorship proposals, packages, presentations, benefits and supporting materials.
• Coordinate sponsorship outreach, follow-ups and communications in collaboration with the Vice President, Business Development.
• Track sponsorship commitments, deliverables, benefits, contracts, payments and reporting requirements to ensure obligations are fulfilled accurately and on time.
• Work with the Communications & Marketing team to coordinate sponsor recognition, branding, visibility and other agreed-upon benefits across event materials and channels.
• Monitor sponsorship revenue and related activities, maintaining accurate records in PPF’s CRM and event management systems.
• Contribute to post-event sponsor reporting, stewardship and relationship-building activities.
• Research emerging sponsorship trends, opportunities and potential revenue-generating partnerships to support the growth and impact of PPF events.

Administration 10%

• Develop and maintain training plans for new event team members.
• Work collaboratively with the Senior Director, Events & Corporate Affairs to help PPF achieve its corporate strategic objectives by developing impact strategies for events.
• Work collaboratively with the Vice President, Business Development to help PPF achieve its sponsorship objectives by supporting Business Development strategies.
• Lead training initiatives for the events team.
• Responsible for updating the events team manual, templates and other tools.
• Ensure the events calendar is up to date.
• Ensure accurate and timely data entry into PPF’s CRM (Salesforce) and online event platform (Swoogo).
• Maintain event invoices in a timely and accurate manner and collaborate closely with the Finance team on maintenance and reconciliation.
• Support the Senior Director, Events & Corporate Affairs, as required.

EDUCATION / KNOWLEDGE / EXPERIENCE

· Post-Secondary education or certificate in event management

· Minimum 5-8 years relevant experience

· Experience in managing and mentoring junior event team members

· Demonstrated experience in virtual event production, in-person and hybrid events

· Extensive experience with virtual event platforms

· Extensive experience in event logistics and coordination and knowledge of up-to-date best practices

· Experience with MS Office 365, Event platforms (Swoogo), Mailchimp, Wordpress, Zoom, Teams

· Experience with Salesforce is mandatory

· Experience as a successful fundraiser

· Experience in the operation and maintenance of databases and spreadsheets, including inputting or updating records.

SKILLS / PERSONAL SUITABILITY

· Exemplary organization skills, time-management and communications skills

· Ability to adapt to a fast-paced work environment

· Strong oral and written communication skills in English and French

· Ability to interact in a professional manner with guests and participants at PPF events

· Ability to manage conflicting priorities and multiple priorities

· Excellent interpersonal skills and exemplary team player

· Initiative, reliability and good judgment

· Motivated and enthusiastic

Please send your CV and cover letter to: careers@ppforum.ca

We thank all applicants for their interest in this opportunity. Only those selected for an interview will be contacted. Accommodations will be provided at all stages of the hiring process. We ask applicants to make their needs known in advance.

PPF provides equal opportunity to all employees and applicants without regard to age, ancestry, race, citizenship, ethnic origin, place of origin, creed, disability, family status, marital status, gender identity, gender expression, record of offences, sex, and/or sexual orientation.

Pay: $70,000.00-$80,000.00 per year

Work Location: Hybrid remote in Ottawa, ON K2P 1L4