Coordinator, Sponsorship & Trade Show Logistics

at  Federation of Canadian Municipalities

KNOWLEDGE, EXPERIENCE AND SKILLS

• A combination of 3-5 years’ professional and/or lived experience coordinating event planning, trade shows, marketing and communications, corporate or sponsorship sales, sponsorship activation, or business development
• Proficiency in Microsoft Office suite is essential; strong knowledge of business support processes and tools, computer business applications in Microsoft Office suite, SharePoint, AdobeSign, DynamicPoint, CRM databases and project management systems (i.e. Asana)
• Strong ability to multi-task and track multiple deliverables, working across the Events and Sponsorship Team, and with FCM departments including, Communications, IT and Finance.
• 3-5 years’ experience in corresponding with external clients to deliver superior results
• Exceptional organizational, interpersonal, and communications skills
• 3-5 years’ experience in proof-reading and editing written copy and promotional materials
• Demonstrated ability to problem solve and manage multiple priorities under pressure and in a fast-paced environment with tight deadlines/turnaround times, prioritize and manage workflow
• Thrives in both a team and independent working environment with limited daily oversight and guidance
• Requires strong customer service skills, experience communicating with external organizations, and a demonstrated attention to detail and quality assurance;
• Excellent written, verbal and interpersonal communication skills to coordinate a variety of event variables and communicate effectively and professionally with all levels of internal and external stake holders
• Understanding project management concepts and prior experience being part of a project team is a strong asset
• Experience working with the public sector (federal, provincial, municipal) levels of government, crown corporations is an asset
• Certified Meeting Professional (CMP) accreditation is considered an asset
• Able to manage multiple priorities and adapt in a quickly changing, fast paced environment.

LANGUAGE REQUIREMENTS

• Bilingualism (English/French) is considered an asset.
  The benefits to joining the FCM team include summer hours (Fridays off between July 1st and Labour Day); office facilities located in the ByWard Market, FCM’s commitment to employee development and a competitive range of employee benefits and services. FCM encourages flexible work arrangements to support the wellbeing and productivity of employees.
  The Federation of Canadian Municipalities is committed to fostering an organizational culture that embraces equity, diversity, inclusion and belonging, where individuals from diverse racial and ethnic identities, nationalities, social economic status, sexual orientation, gender identity/expression and physical and mental abilities can thrive and be fully engaged at their best level.
  FCM welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the recruitment and selection process.

MAJOR PURPOSE

The Coordinator, Sponsorship & Trade Show Logistics, is responsible for coordinating administrative, logistical, and event planning support to the Manager, Sponsorship and Partnerships, and the Director, Sponsorship and Events in the successful delivery of FCM trade shows and sponsored events (in person and virtual) annually and throughout the year.
The work at FCM includes FCM becoming an even more member-driven organization that balances the realization of its goals with a people-centered approach. The incumbent embodies FCM’s commitment to being a healthy, diverse, inclusive and anti-racist organization. The Coordinator, will maintain the highest level of confidentiality, professionalism and exercise good judgment including the ability to escalate to management when help is required and being able to meet deadlines as set out by their direct manager within a fast-paced corporate environment.

KEY RESPONSIBILITIES

• Lead the planning of logistics for the annual trade show and sponsored events
• Provide administrative support to both the Manager and Director, which includes tracking documents and managing deadlines with follow up as needed; CRM invoice processing
• Provide support to the Sponsorship and Events department:
• Monitor and track deliverables/deadlines, including follow ups with sponsors and trade show exhibitors, clients and internal service providers; update database with assets submitted, obtain approvals, ensure all relevant teams are informed and creating project documentation and communication;
• Support the annual revenue budget setting process, responsible for expense budget line items related to trade show and sponsored event expenses, in collaboration with the Manager, Events; support data entry in CRM Financial Processing.
• Track information in CRM, such as but not limited to, vendor/supplier contact information, meeting notes, deliverables, agreements, etc.
• Supports the digitization of trade show and sponsorship management processes
• Attends venue site visits in collaboration with the Events Team; responsible for the trade show floor plan layout and design; directly liaise with the Manager, Events to negotiate contracts and agreements with venues and vendors
• Responsible for producing the annual trade show services manual
• Support the production and maintenance of the digital trade show exhibitor’s hub and related metadata in the annual conference event app
• Support for annual events led by Manager, sponsorship and partnerships, including on-site annual conference trade show \and sponsorship activation
• Lead the logistics for the trade show, as well as with “Trade Show” e-mail box and follow-up on questions/requests as required, as well as coordinating exhibitor and sponsor registrations;
• Support the administration of sponsorship agreements and trade show sales and digital promotion and communications
• Coordinates, processes and tracks agreements, invoices related to trade show expenses in collaboration with the Manager, Events
• Assist other team members and/or perform other duties as requested by the Director

THE FUTURE OF WORK AT FCM INCLUDES A HYBRID WORK MODEL; THEREFORE, THIS ROLE WILL BE A COMBINATION OF VIRTUAL AND ON-SITE WORK. THE SUCCESSFUL CANDIDATE IS REQUIRED LIVE IN AND BE AUTHORIZED TO WORK IN CANADA. THEY ARE ALSO REQUIRED TO BE ABLE TO WORK FROM HOME/REMOTELY, FROM WITHIN CANADA.

For additional information on this posting, or for further information on FCM, access our website at www.fcm.ca. Visit the careers section of our website to apply. The deadline for applications is October 9th, 2024.
We thank all candidates for their interest; however, we will only contact those selected for an interview. All the applications will be kept on file for six months following the hiring