Event Planning Coordinator

Jobinhalt

Event Planning Coordinator

For accessibility assistance with this document please telephone Elections Ontario at 1-888-668-8683 or Fax at 1-866-714-2809. You can TTY at 1-888-292-2312

Position Status: Temporary Assignment to June 30, 2022

Posting Status: Open

Location: 51 Rolark Drive, Toronto, Ontario M1R 3B1 (Birchmount and Ellesmere)

Starting Salary: $66,388 per year

Hours of Work: 36.25 per week

Posting Date: January 14, 2022

Closing Date: January 20, 2022

Who we are

The Office of the Chief Electoral Officer (Elections Ontario) is an independent, non-partisan office of the Legislative Assembly of Ontario, responsible for administering provincial elections, by-elections, and referenda in Ontario. We are committed to making voting easy and accessible for all electors, while maintaining the integrity, security, and transparency of the electoral process.

Join our team

The Corporate Affairs unit of Elections Ontario is seeking a results-oriented, highly driven, engaging and organized event planning professional to lead the planning, coordination, conceptual development, delivery, and evaluation of Elections Ontario’s (EO) Visitors Program for the 2022 Ontario General Election.

The Event Planning Coordinator requires strong organizational, project management, and problem-solving skills to plan, coordinate and implement events from concept to completion. The individual also requires excellent interpersonal and customer service skills to liaise with stakeholders, guests, visitors, other election management bodies, and vendors. Excellent written and verbal communication skills will be essential for success.

What to expect in this role

Reporting to the Manager, Corporate Affairs, you will:

• Lead the planning, coordination, conceptual development, and delivery of EO’s 2022 Visitors Program events.
• Plan, implement and maintain all material and content for the Visitors Program initiatives and events, including program event plans, conceptual outlines, detailed itineraries, and expenditure estimates.
• Lead and coordinate the acquisition of resources, materials, support logistics and supplier services such as event spaces, venues, furniture, meals, hotels, accommodations, transportation, flights, car rentals, audio-visual or other equipment, etc.
• Maintain ongoing communications with members of other election management bodies and answer inquiries regarding EO, our electoral system, and the Visitors Program.
• Coordinate the development of documentation and presentation materials for guests including professional presentation decks and speaking notes for Managers, Executives and/or the Chief Electoral Officer.
• Liaise with the EO Executive Office to coordinate key protocol requirements for hosting representatives of other election management bodies from Canada and abroad.
• Review all expense claims for accuracy and to ensure they are in line with EO’s relevant policies.
• Ensure Visitors Program events are designed and delivered in compliance with the Occupational Health and Safety Act, its regulations and EO’s occupational health and safety policies.

What you need to qualify

• A minimum of 4 years’ demonstrated experience in planning, coordinating and delivering events for external stakeholder groups.
• Demonstrated ability to establish and maintain relationships with third-party contract vendors.
• Highly developed oral and written communication skills with a customer-service focus.
• Proven experience preparing communication materials for external stakeholder groups.
• Strong organizational skills with attention to detail and strong analytical skills.
• Demonstrated ability to work independently, take initiative, and manage multiple priorities.
• Highly proficient in the use of MS Office: Outlook, Word, Excel, and PowerPoint.
• Bilingualism (English/French) is an asset
• Must be legally entitled to work in Canada.

The successful candidate will be required to work in-office; however, alternative work arrangements (Telework and Compressed Work Week) may be available based on operational requirements.

COVID-19

Elections Ontario workers are required to be fully vaccinated with a COVID-19 vaccine series, subject to protected grounds outlined in the Ontario Human Rights Code. If not fully vaccinated, workers will be required to provide ongoing proof of a COVID-19 test (rapid antigen test) showing a negative result within 48 hours prior to entering the workplace.

How to apply

Our recruitment process reflects our mission to uphold the integrity and accessibility of the electoral process and to manage elections in an efficient, fair, and impartial manner. We offer career growth opportunities and a competitive rewards program.

Please submit your cover letter and resume as one attachment, quoting File #EO-2022-10IND in the subject line, to the email no later than January 20, 2022.

We thank all applicants for their submission. Previous applicants need not apply. Shortlisted candidates will complete a written assessment. Upon completion of the written assessment, successful candidates will be invited to attend an interview.

How to request an accommodation

Elections Ontario is an equal opportunity employer. We are committed to fostering an inclusive, equitable and accessible environment, where all employees feel valued, respected, and supported.

Under the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, we provide accommodations to applicants with disabilities throughout the recruitment and selection process. If you require a disability-related accommodation to participate, please call 1-888-668-8683, send a fax to 1-866-714-2809, TTY at 1-888-292-2312

Reference ID: EO-2022-10IND

Job Types: Full-time, Fixed term contract

Salary: From $66,388.00 per year

Schedule:

• 8 hour shift

Work remotely:

• No