Coordinator, Event Planning (Contract to December 2022)

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Are you looking to expand your skills and be part of an organization that is committed to the Equity, Diversity and Inclusion principles of Humility, Accountability, Collaboration, Courage and Integrity? Do you hold high the values of being respectful, bold, responsive and transparent? Are you looking to join one of Greater Toronto’s Top 2022 Employers? Then join the Ontario Medical Association’s People & Culture Department.
The Ontario Medical Association (OMA) advocates for and supports doctors, seeking to strengthen their leadership role in caring for patients. We continually seek to be the trusted voice in transforming Ontario’s health care system by courageously pursuing best practices, new ideas, solutions and opportunities to improve.
Job Summary
This position is responsible for coordinating all aspects of planning and management for large scale conferences and events.
You Will Make a Difference By

• Coordinating with planning committees, vendors, speakers, sponsors, exhibitors, and stakeholders before, during, and post event
• This position will be required on occasion to present materials, recommendations and proposals to internal cross functional teams, members of the Senior Management Team, and members via planning committees
• Managing all aspects of the online registration platform and events app, including creation of events, reporting and staff training; provides in-depth ‘train the trainer’ coaching for key staff; communicates with internal groups to create marketing materials for website and social media
• Analyzing and processing payment for event invoices, speaker honoraria and other payments
• Overseeing in-person, virtual and hybrid events on the day of, including problem-solving, issues management, welcoming guests, directing event set-up and tear-down, communicating with staff, member communications, and organizing vendors
• Supporting the OMA Awards Program, including the nomination process, committee meetings, communications with award recipients, and the annual Awards Ceremony
• Leading event planning for the hybrid OMA’s Annual General Meeting, board retreats, and other events as directed
• Acting as a subject matter expert and resource for staff across the organization as it related to event planning and delivery. Posting meeting evaluation, summary, and propose recommendations based on feedback received

Requirements That Are Important to Us:

• College Diploma or University degree in Hospitality Management, Event Planning, or equivalent experience
• 3-5 years of full scope event planning experience including conferences, virtual meetings and events, webinars, etc.
• Certified Meeting Professional designation and/or Certified Special Event Professional are assets
• Basic understanding of CFCP / RCPSC program certification requirements
• Knowledge of industry, contracting venues, vendors, etc. and industry terminology
• Experience with industry best practice to deploy various meetings, delivering in a virtual environment, and comfortable using technology to facilitate events and planning activities
• Experience with preparing and executing various communication materials to stakeholders, demonstrating strong verbal and written communication skills, problem solving and time management abilities to ensure the events are meeting our member’s needs
• Experience with risk management, event sponsorship, managing event budgets/financials, process payments and honoraria, etc.
• The position requires strong organization skills, along with vendor/client, contractors, sponsors, speakers, exhibitors, volunteer management skills
• Experience leading projects while working closely with various stakeholders, to coordinate staff, guests and resources to achieve objectives
• Ability to anticipate and plan for different scenarios (i.e., de-escalate potential situations before they are further escalated) and demonstrate problem solving skills
• Strong multi-tasking skills are required, in addition to the annual roster of events, there are often additional unplanned events that the individual will be asked to coordinate, often with limited advance notice
• This position involves overtime on weekends and evenings

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What Do We Have to Offer You?*

• Fantastic opportunity to grow with the team and help shape the strategic direction of the OMA
• Friendly and dynamic work environment
• Competitive hourly rate of pay
• Working with one of Toronto’s Top 2022 Employers

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The Ontario Medical Association is strongly committed to diversity within its community and welcomes applications from racialized persons/persons of colour, women, Indigenous People of North America, persons with disabilities, LGBTQ2S+ persons, and others who may contribute to the further diversification of ideas. In accordance with the AODA Act, accommodation will be provided throughout the recruitment process to applicants with disabilities.

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Job Type: Contract