Be part of one of Ontario's most innovative industry professional associations. We are a stable and secure organization with a small close-knit team who wear many hats and work together to make sure the association runs smoothly.

We are looking for an organized and detail-oriented Events Coordinator who will be responsible for event/conference/meeting administration, execution, communications, and promotion. They will interact effectively with volunteers, vendors, and outside stakeholders and work closely with all staff to ensure that all moving parts come together for a seamless and successful execution.

Responsibilities:

• Project manages conferences/meetings/special events both virtually and in person.
• Coordinate all logistical aspects such as:

venue selection 

source and review vendor contracts 

cost projection and budget analysis for each event 

online registration/event management 

meeting room set-ups 

audiovisual requirements  

catering arrangements/menu selection 

on-site registration 

supplier and vendor management 

prepare and deliver detailed weekly, monthly, and quarterly reports to management and team members.

creating and maintaining event operational toolkits, checklists

producing and maintaining event execution timelines, critical paths

preparing a variety of documents such as post-event debriefs, evaluations, reports presentations and delivering them to management

• Working with management to develop events budgets. Manage and track budget costs throughout the course of project and communicate scope changes that affect budget in a clear manner.
• Liaise directly with staff, committee members, partners, and vendors.
• Collaborating with speakers, and events partners to coordinate all requirements before, during and after events.
• Maintain all administrative databases, records, mailing lists, resource materials, creating marketing activities, publicity, and promotion for events.
• Complete special projects and tasks as required.

Qualifications :

• Post-secondary education in hospitality management, event planning or relevant field is preferred.
• Proven experience as an Events Coordinator (specifically with coordinating multiple events simultaneously)
• Experience working for an Association/Not for Profit is considered an asset.
• Excellent vendor management skills
• Outstanding communication skills (both written and verbal) and well as the ability to negotiate and build effective relationships.
• Outstanding organizational skills and ability to multi-task
• Ability to manage stress and remain calm.
• Professional and positive attitude
• Problem-solving ability
• Strong presentation skills
• Advanced skills in MSOffice Suite
• Tech savvy and able to learn new software quickly.
• Ability to work independently and in a team environment.
• Flexibility to work irregular hours and travel to attend on-site meetings when required.
• A driver’s licence and a reliable vehicle is required.



What we offer:

• Competitive salary, depending on experience.
• Comprehensive health and dental benefits including vision and life insurance.
• 3 weeks paid vacation.
• Employer matched RRSP’s
• Hybrid working environment.

Please apply by email to Valeria Mueller at vmueller@ospe.on.ca by July 25, 2025 .

We thank all applicants; however, only those under consideration will be contacted.

We are dedicated to diversity, equity, and inclusion. We pride ourselves in building and fostering an environment where our teams feel included, valued, and enabled to do their best work. We believe that different perspectives, skills, backgrounds, and experiences result in higher-performing teams and better innovation. We are committed to equal employment, and we encourage candidates from all backgrounds to apply.