Events Coordinator

Job Description:

The Events Coordinator supports the Alliance team in designing, planning, and implementing
stakeholder engagement events (e.g. Research Forum, Reverse Science Fair, Annual General Meeting),
educational programming (e.g. Grant Program Workshops, Brain Story Group Curriculum), and
communities of practice meetings (Grantee Community of Practice, PEI Brain Builders Community of
Practice). Reporting to the Director of Knowledge Mobilization and Impact, the Events Coordinator
collaborates with cross-functional teams, partners, and stakeholders to ensure events advance our
mandate.

Event Planning – The Events Coordinator develops and plans virtual and in-person events for
the Alliance. The Events Coordinator supports small meetings for up to 10 people and large
events for 100-200 people.

• Works with the management team and Alliance staff to ideate, brainstorm, and scope
  events aligned with the Alliance’s strategic plan and organizational goals;
  • Leads meetings to set event goals and inform event planning. Tracks key decisions,
  accountabilities, and next steps;
  • Supports the development of guest lists and researches the needs of event audiences;
  • Builds and maintains a comprehensive database of industry contacts, vendors, and venues;
  • Prepares event plans, including objectives, action plans, KPIs, budgets and resources to be
  presented for management approval;
  • Collaborates with Digital Marketing and Information Systems Administrator to plan social
  media promotion and engagement;
  • Considers participant experience in the design of all events;
  • Develops and manages a centralized calendar of events, internal and external;
  • Establishes contingency plans to mitigate risk;
  • Supports the development of relevant policies and procedures; and
  • Develop event evaluation criteria, framework and processes where appropriate.

Project Management and Event Execution – The Events Coordinator leads the production of
events, ensuring a quality experience for attendees/participants.

• Organizes and leads all event logistics, including but not limited to venue selection/booking,
  catering, AV needs, run of show, scheduling speakers, and needs relating to the production
  of events;
  • Collaborates with the external creative services team to operationalize promotional objectives;
  • Oversees the creation and production of event signage, collateral, and promotional items;
  • Creates table cards, place cards, name tags, and participant packages when necessary;
  • Coordinates event invitations, registration, participant tracking and records management;
  • Acts as point of contact for all event-related inquiries;
  • Monitors inventory of event supplies;
  • Coordinates set-up and tear-down of events;
  • Manages budget process, including vendor contracts and invoices, maintains budget
  spreadsheet, and reviews invoices for accuracy;
  • Follows up with attendees, speakers, and volunteers to share gratitude for their participation;
  • Conducts all event analytics, evaluation, post-mortem reports, cost analysis, and event
  impact reports;
  • Provides recommendations for continuous improvement.

Community Outreach – The Events Coordinator actively connects with the community to promote
brand awareness and support the success of Alliance events.

• Monitors local events, seeking opportunities to raise awareness of the work of the Alliance
  and its stakeholders;
  • Hosts information booths and represents the Alliance at relevant community engagement
  events;
  • Locates necessary equipment/resources, visits potential event venues, and build
  relationships with vendors;
  • Initiates and maintains contact with community, government, and business stakeholders to
  promote interest and participation in Alliance events;
  • Secures event sponsorship and donations where appropriate; and
  • Attracts local and national speakers and artists to feature in virtual and physical events.

Other duties as required
• Supports volunteer recognition.

Applicants must have:
• Completion of post-secondary education in Event Management, Hospitality/Tourism, Marketing
and Communications, or a related field.
• Minimum of 2 years experience planning and executing in-person and virtual events.

You must also have:
• Strong project management skills and ability to prioritize efficiently and effectively under time
constraints;
• Strong relationship-building skills;
• Strong public speaking skills and engaging presentation style;
• Excellent written communication skills;
• Strong digital skills, including proficiency in Excel, PowerPoint, Word, Teams, Zoom, Canva,
Mailchimp, and web-based event management and CRM applications;
• Strong critical thinking skills with impeccable attention to detail and accuracy;
• High degree of motivation with the ability to use initiative and self-management skills to work
effectively and independently with minimal direction;
• Committed team player with the ability to pivot quickly and stay calm under pressure in a fast-paced work environment and
• Ability to support the Alliance’s values to ensure a culture that champions equity, diversity, and
respectful workplaces.

Other assets:
• Bilingualism is considered an asset;
• Fundraising experience;
• Ability and willingness to travel across PEI; and
• Ability to work occasionally outside of standard business hours to host events.

What We Offer
The Alliance is a hybrid work environment. In addition to a competitive salary and a rewarding career
where you can truly make a difference, we offer a comprehensive benefits package that meets the
various needs of our diverse employees, including paid vacation and personal days, health and dental
benefits; employee and family assistance plan; RRSP matching.

How to Apply

Please submit a cover letter and resume/CV to Jobs@afmwb.com with the subject line Events Coordinator.

The Alliance believes that a solid commitment to diversity and inclusion enables us to impact everyone’s well-being positively. We strongly encourage applications from Indigenous
peoples, racialized people, people with disabilities, people from gender and sexually diverse
communities and people with intersectional identities.

We appreciate your interest and thank you for your consideration; however, only applicants selected
for an interview will be contacted.

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