Event Planner (Virtual, Canada-wide) - Jobs in Halifax, NS

Job Description

CASE equips supported employment service providers to increase employment inclusion for Canadians who experience disability.CASE welcomes and encourages applications from people who experience disabilities. Accommodations are available upon request for candidates taking part in all aspects of the application and selection process. If you require accommodation in order to apply for this position, please contact Joanna Goode at joanna@supportedemployment.caor 1-800-684-5628 x 700.Event Planner (Virtual, Canada-wide)PROJECT TITLE:

• Canadian Association for Supported Employment

LOCATION:

• Remote/Virtual, Canada-wide

POSTING DATE:

• November 10, 2022

START DATE:

• January 3, 2023

APPOINTED BY:

• Executive Director

REPORTS TO:

• Executive Director

JOB OVERVIEW:The Canadian Association for Supported Employment (CASE) is looking for a new member of our staff team who is committed to our shared goal of increasing employment equity for Canadians who experience disability. We believe that our workforce, and our communities, are stronger when they include the contributions of all members. The successful candidate must bring their strengths and skills in service to meaningful work, enjoy working collaboratively, and be committed to their own learning and development.CASE is currently seeking an experienced event planner to take up and lead the planning, managing and execution of the annual CASE Supported Employment Conference (now in its 28th year). This role will work closely and collaboratively with an existing conference planning committee and the CASE staff team. They will possess expertise in all aspects of event planning, including budgeting, resource logistics, fundraising / sponsorship, promotion, accessibility, and best practices. The ideal candidate will have excellent leadership skills and the ability to delegate responsibilities to meet expectations for quality.KEY RESPONSIBILITIES:

• Collaborating with the Executive Director, conference planning committee and association staff to lead, organize, and support all components of a high-quality annual supported employment conference from beginning to end
• Research and inform selection of appropriate venues for conference proceedings
• Perform outreach and contract negotiation with selected venues and vendors, including food and beverage management, room selection, seating arrangements, etc.
• Coordinate travel for delegates and conference planning committee including air and ground travel, hotels, etc.
• Coordinate audio visual services required for conference proceedings, including closed captioning and translation where needed
• Negotiate contracts for services, approve suppliers invoices, maintain financial records, review final billing submitted to clients for events and prepare reports.
• Design and coordinate the creation of event materials including documents, promotional materials, signage, etc.
• Provide on-site logistical support including liaising with venue, registration, delegate requests, etc.
• Coordinate conference special events and activities such as awards, gala event, supported networking activities, etc.
• In collaboration with the conference planning committee, establish a conference agenda and recruit and select keynote and session speakers
• Manage the relationships with sponsors and prospective sponsors, including selling the sponsorship packages, and ensuring proper and recognition of sponsors
• Coordinate and oversee conference registration processes through Pheedloop or other conference apps
• Develop an annual conference budget and ensure that all activities are in alignment with the approved budget
• Process expenses and invoices, and supply the conference planning committee with regular financial updates
• Work with the communications team to develop marketing material (print, social media, paid promotions, etc.) and a promotional strategy, to increase conference attendance
• Respond to inquiries about all aspects of the conference
• Plan and facilitate regular meetings of the conference planning committee, including documentation of meetings via agendas and meeting minutes
• Ensure compliance with required by-laws, CASE’s accessibility standards, legal regulations, insurance regulations, and health & safety regulations at all times
• Build and maintain a comprehensive database of the event details and activities, including vendor contacts and contracts, meeting notes, etc.
• Be physically present to support and trouble-shoot during the annual event, held in different provinces across Canada in June of each year
• Ensure that all aspects of CASE conferences meet highest standards of accessibility for delegates and speakers
• Complete post-event analysis and reporting

QUALIFICATIONS AND REQUIRED SKILLS:

• Relevant post-secondary diploma, degree or special certification (Special Events Coordinator, Project Management, etc.)
• Proficient with Microsoft 365 and MS Office suite of tools, including SharePoint and Teams
• Minimum 5 years experience planning and delivering large-scale in-person and virtual events
• Excellent organization, coordination, and attention to detail
• Ability to manage, monitor and control priorities and timelines
• Excellent written and spoken communication skills
• Ability to interact in a professional manner with guests and participants at CASE events
• Ability to build strong relationships with key stakeholders including sponsors, delegates, funders, planning committees, etc.
• Experience working in the non-profit sector is an asset
• Experience working with Pheedloop is an asset
• Excellent interpersonal skills and exemplary team player
• Involvement in industry-related associations and networks
• Bilingualism in English and French is an asset

HOURS OF WORK AND SALARY:

• This is a permanent part-time (20 hours / week) position requiring flexibility in response to event planning cycles
• Rate of pay is $32 - $35 / hour.
• The position also includes 3 weeks paid vacation / year.

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