JOB OBJECTIVE The MCI Canada Consulting & Community Solutions team supports Canadian and International Associations with:

• Executive leadership
• Strategic consulting and business planning
• Customer service management
• Conferences and events
• Committee support and management
• Community and membership management
• Certification and accreditation management
• Financial management
• Marketing & communications

As a key supporting member of the CCS team, the Coordinator is responsible for supporting Project Managers, the Senior Manager of Operations and/or the appointed association Executive Director in the overall delivery of association management and conference services within MCI Canada’s Consulting & Community Solutions division. The role of Coordinator is a fast-paced position on a winning team that offers opportunity for growth, entrepreneurship, and learning.

Main Responsibilities Association Operations – the coordinator is an adept multi-tasker, who can manage several diverse tasks such as but not limited to:

• Support client deliverables in a diverse range of areas including administration, membership, governance, finance, database management, education, conference management, technology, communication, and marketing.
• Oversee client and MCI technology systems used for membership, registration, CRM, sponsorship, exhibitions, marketing, and communications.
• Participate and take minutes in committee and board meetings, as required.
• Assist with document preparation and circulation.
• Maintain up to date organized documents, user manuals, workflow, and file structure, ensuring client timelines, priorities, polices, and procedures are adhered to.
• Develop new documents, templates, and user manuals, as required.
• Produce accurate and complete reports.
• Support association special projects such as membership drives, awareness campaigns, webinars, and strategic planning sessions.
• Develop and deploy strategies and campaigns that drive member recruitment, engagement, and retention.

Education Association Conferences & Events – the Coordinator understands the importance of association education and events and will lead and/or support all phases of event project deliverables such as:

• Managing client deliverables in a diverse range of areas including, but not limited to: program logistics, speaker management, food & beverage management, venue/hotel logistics, abstract management & communications, marketing collateral development, sponsor & exhibit management and social event management
• Maintaining project timelines, priorities, and checklists
• Supporting speaker management with the Operations team, including ongoing direct communication with clients and speakers to help coordinate speaker invitations and entitlements, presentation materials, travel arrangements and etc.
• Assist with event preparation requirements as needed (i.e. registration materials, name tags, attendee materials, printing needs, shipping requirements and show flow file management).
• Updating project registration systems and online conference management software and websites
• Producing accurate and complete reports including rooming lists, registration lists and F&B grids
• Supervising and training on-site staff, suppliers, and event contractors
• Managing and leading the full scope of smaller projects, as required
• Sit in client facing meetings and conference calls and provide updates and draft minutes
• Maintaining up-to-date documentation and user manuals, while working on developing new templates

Description Of The Relationships This job function reports directly to the Senior Manager, CCS and the appointed association Executive Director, and indirectly to the Director, CCS.

This job function works in collaboration with project managers and coordinators and MCI Canada business units, as required.

The Successful Candidate Will

• Work and collaborate internally with all members of the Consulting & Community Solutions team, the accounting team, MCI Canada and MCI global colleagues.
• Work and collaborate externally with association clients, consultants, vendors, and suppliers.
• Provide a high-level of internal and external customer service while maintaining a strong professional relationship with all stakeholders.

Job Requirements

• Minimum of two years of relevant industry, association management, event management, hospitality, and/or not-for profit experience
• Degree or Diploma in Business, Administration, Hospitality, Event Management and/or a related field, or equivalent experience.
• Excellent verbal and written communication skills.
• Knowledge of the events, association and not-for-profit business environment.
• Able to travel in Canada and, if necessary, internationally.

Specific Technical Skills

• Strong computer skills are a must:

• Highly proficient levels in SharePoint, MS Excel, Word, PowerPoint, and Outlook

• Effective ability to use computer software and technology to organize and present client data and information

• Experience working with a range of technology systems specific to:

• Event Management technology

• Membership Management systems

• Registration technology

• Learning Management systems

• Email Marketing Platforms

• CRM platforms

Additional Skills / Local Requirements

• Ability to persuade and negotiate
• A highly motived and entrepreneurial mindset
• Empathy to work with diverse customers, staff, managers, and authorities
• Problem-solving skills
• Ability to multitask, balancing a variety of projects and clients
• Creativity and imagination
• Excellent presentation skills
• Excellent analytical skills and attention to detail
• Ability to conduct in-depth research
• Exemplary planning and project management skills
• Strong inter-personal skills including cross cultural understanding
• The position may require occasional travel and work on evenings and weekends.
• Ability to work extended hours during strategic planning meetings and/or onsite delivery of conferences and events.