Events and Reception Coordinator

The Event Support & Reception Coordinator is responsible for a wide variety of clerical office duties in support of company administration. Includes coordinating and communicating office activities, may include greeting and screening visitors, answering and referring inbound telephone calls, and scheduling appointments. Coordinator, Events and Reception may also be responsible for administrating company correspondence during special events.

As Event Support staff, you will play a crucial role in the planning, execution, and post-event activities for a variety of events. Your responsibilities will include coordinating logistics, assisting with set-up and breakdown, managing communication channels, and ensuring a positive experience for attendees.

Advantages
Permanent
Downtown Ottawa
37.5 hours a week : Monday to Friday ; 8.30 to 4.30
48 to 55k
Career growth opportunities

Responsibilities
Event Support Key Duties & Responsibilities:

1. Logistics Coordination:
- Assisting with coordinating logistical aspects of events, including venue selection, catering, transportation, audio-visual requirements, entertainment and MNO branch coordination.
- Work closely with vendors and suppliers to ensure timely delivery of services and materials.
- Work with Finance to coordinate and track all purchase orders and payment requisitions to the final payment of all services and Materials.
 - Assist with Tradeshow vendor coordination.
2. Set-Up and Breakdown:
- Assist in the set-up and breakdown of event spaces, ensuring all elements are in place according to the event plan.
- Support with the dismantling process to ensure efficient and organized post-event cleanup.
3. Communication Management:
- Support with event-related inquiries from participants, vendors, sponsors, and internal teams.
- Distribute information and updates to relevant stakeholders before, during, and after events.
4. Attendee Engagement:
- Ensure a positive experience for attendees by aiding, answering questions, and addressing concerns during events.
- Collect feedback to identify areas for improvement in future events and post-reporting.
- Send post-event surveys and collect data to aid in post-reporting.
5. Team Collaboration:
- Collaborate with cross-functional teams, including branch coordination and finance, to align event objectives and goals.
- Communicate effectively with team members to ensure everyone is well-informed and on the same page.
6. Problem Solving:
- Understand the key stakeholders to quickly and effectively address any issues or challenges that arise and ensure decisions align with the objectives to ensure the smooth progression of activities.
7. Documentation and Reporting:
- Maintain accurate records of event details, expenses, and other relevant information.
- Contribute to post-event reports on recommendations for future improvements.

Ottawa Reception Key Duties & Responsibilities:

- Provide customer service support to internal and external clients
- Delivery of associated program goals and objectives, as outlined in work plans or other documentation
- Utilize functional knowledge and experience to meet organizational demands in a timely and effective matter, within budget, or the parameters of the funding agreement(s)
- Deal with confidential and sensitive issues in a timely manner, with tact and discretion as required
- Perform administrative and support duties such as monitoring work queues, general e- mail boxes, web ‘contact us’ requests, preparing briefing notes, program reports, presentations, or other materials to communicate and/or share knowledge and expertise
- Work closely with team members to coordinate event details
- Develop communication tools to enhance understanding of the services, programs and supports offered
- General office duties such as photocopying, answering phones and preparing documents
- Schedules and tracks outgoing FedEx/Purolator packages
- Assist with the planning and organization of Ottawa office meetings

Qualifications
- Proven previous experience in event coordination or related roles, minimum of 1 year.
- Strong desire to act in the service of the Métis Citizens, to advance and uphold rights and culture
- Completion of post-secondary education in a related field or equivalent combination of education and experience
- Knowledge of indigenous (preferably Métis) culture, issues, and current activities
- Excellent organizational and multitasking skills.
- Strong communication and interpersonal skills.
- Detail-oriented with the ability to troubleshoot and problem-solve.
- Familiarity with event management software/tools is a plus.
- Strong reporting skills.
- High level of proficiency in Microsoft Office – Outlook, Excel, Word, PowerPoint
- Excellent communication, both written and verbal preferably in French and English

Summary
If this sounds like it could be a fit, please send your resume to zakariya.bekkouche@randstad.ca

Only qualified candidates will be contacted 🙂!

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.