This is a 2 year part-time contract, with the possibility of being remote (must live in Ontario) or hybrid on site position in London, ON.
The Institute Operations and Event Manager plays a pivotal role as a member of the Institute team and is proactive in ensuring the smooth and efficient coordination of operational and scientific functions and events of the Institute, supporting and collaborating with, in addition to all Institute staff, a wide array of internal and external stakeholders, including partners, researchers, decision makers, executives and knowledge translators, all dedicated to improving the health of Canadians.
The role provides guidance and support for a wide range of activities within the Institute, including administrative operational support and event management, ensuring they are carried out in compliance with CIHR’s and Western's relevant administrative policies and procedures.
The Institute Operations and Event Manager coordinates scheduling and meeting preparation for all events and important meetings for IA including but not limited to weekly IIT and staff meetings, IAB, OAAC and Directors of Research Centers on Aging meetings actively responding to the changing needs of the Institute by utilizing their working knowledge of initiatives and files as required.
The Institute Operations and Event Manager directs individuals to the appropriate resources to ensure the smooth and efficient operations of the Institute, and provides support for projects and programs, including actively participating in, or facilitating working committees, ensuring the availability of necessary documentation, technology, resources and information.
The Operations and Event Manager is responsible to ensure timely completion of scheduling, planning for meetings and events, arranging travel, as needed, and preparing detailed itineraries and travel folders for the Scientific Director and Assistant Director (as needed) with a high level of accuracy, efficiency and confidentiality.
Operations and Event Manager Key responsibilities:
1. Acts as the primary point of contact for the Institute’s various internal and external stakeholder groups, provides information, directs stakeholders to appropriate resources to ensure timely resolution of issues, and is accountable to and represents the Government of Canada through all written and verbal communications. The Operations and Event Manager is responsible for the Institute of Aging’s email box.
2. Provides administrative and scientific coordination including the preparation of official correspondence, documents, forms, presentations and reports, researching background material, consulting with participants, developing meeting agendas and documents, attending meetings, preparing minutes, and facilitating the timely follow-up on decisions and action items between meetings as required.
3. Responsible for the planning, coordination and meeting document preparation for all important meetings and events for the institute.
Including but not limited to:
a)internal meetings such as the weekly integrated institute team and staff meetings, the Institute Advisory Board, Older Adult Advisory Council and Research Center Directors Meetings.
b)larger national (annual Alliance meeting) and international events (including Canadian Pavillions and networking events) organized by the Institute.
c)Any other event or meeting requested.
4. Event Logistics & Coordination for larger events:
a)Communications support: Event-related correspondence, organization, and communications, ensuring that all parties are kept organized and informed.
b)Venue & Travel Coordination: Booking venues and contracts for services
c)Vendor Management: Collaborating in the management of contracts, payments, and logistics with suppliers (hotel, catering, furniture, AV, etc.).
d)On-Site Event Management: Assisting and/or coordinating remotely to ensure on-site setup, execution, and breakdown of the event.
e)Guest Communication & Invitations: Designing and sending invitations, managing RSVPs, and confirming attendance. Communicating event details such as transport, ID requirements, etc.
f)Setting up and managing an Eventbrite or similar site for each event.
g)Coordination with on site personnel at IA the IA Office in London to manage participation at conferences, including facilitating various logistics including creation, management, procurement and shipping of conference material and other promotional material in coordination with the Assistant Director (e.g. booth requests, shipping booth, brochures and supplies).
h)Post-Event Support: Handling follow-up tasks, including thank-you emails, gathering feedback, creating surveys and providing event reports.
5. Creative & Design Services:
a)Collaborates with communication specialist for event Branding: event signage, banners, and promotional products and materials for a cohesive event experience.
b)Graphic Design: Custom designs for banners, brochures, flyers, and presentation materials.
c)Presentation & Speaker Coordination: Organizing speaker content, preparing presentation slides, and managing AV tech setup for smooth delivery.
d)Materials Preparation and Printing: Printing and ensuring provision on-site of agendas, table cards, thank you, and meeting materials.
6. Meeting Coordination, Attendance, & Communications:
a)Scheduling, attending meetings with partners, stakeholders, and subcontractors as needed.
b) This includes participating in discussions, managing follow-up communications by email and/or telephone, and maintaining clear lines of contact with key stakeholders.
7. Administrative Support:
a) Creating, organizing, and distributing event-related documents and materials. Ensuring all files are properly stored, tracked, and accessible to relevant parties.
Qualifications
Education:
Minimum Required:
- Undergraduate Degree in a relevant field
Preferred:
- Undergraduate Degree in Business, Health Sciences or Life Sciences preferred
- Master’s Degree in a relevant field preferred
- Courses taken or training in project management would be an asset
Experience:
- Minimum 5 years’ experience in an academic research intensive or Government agency environment
- Experience managing staff and projects; experience with strategy implementation and operationalization preferred
Skills, Abilities & Expertise:
- Familiarity with research in aging and/or the desire to increase knowledge in the subject matter of the Institute
- Organizational skills and the ability to manage activities for both self and others effectively, with ability to monitor and respond to changing needs in a proactive and timely manner while meeting deadlines
- Ability to balance competing priorities and to evaluate situations, and proactively seek input from others in order to seek resolution as needed
- Excellent written and verbal communication skills in English (fluency in French is an asset) to convey information into easily understood terms, summarize information, and provide a rationale for action while assuring the appropriate level of formality
- Must be willing to take initiative, and be flexible, have a high level of tact and discretion as well as maintain and ensure absolute confidentiality;
- Ability to plan and manage events of various sizes; familiarity with large scale events an asset
- Ability and willingness to employ a consultative and collaborative approach to addressing issues and making decisions in a timely manner
- Customer service skills to assess stakeholder needs and expectations, with a desire to deliver helpful and reliable service to the CIHR and research community
- Influential interpersonal skills that build positive and strong relationships at all levels of the organization
- Ability to work independently with minimal supervision and collaboratively as a member of the team to achieve goals
- Intermediate computer skills in Microsoft Office Suite, online conferencing software (such as Zoom and MS Teams), Adobe Illustrator, and with various online tools (such as Courrielleur, Doodle Polls and Survey Monkey)
