Events and Marketing Specialist

at  HIEC

Events and Marketing Specialist (12-Month Maternity Contract)
About HIEC
HIEC is an innovative not-for-profit social enterprise focusing on partnership, mentorship and workforce development in Ontario. With over 30 years of experience as an active community-focused organization, HIEC aims to enhance career education and inspire youth to make informed career decisions.
We are also dedicated to promoting careers and assisting our program participants with gaining meaningful employment in the Skilled Trades. With ApprenticeSearch.com, a free online job search and matching platform with an exclusive focus on apprenticeship and skilled trade positions, we look to offer guidance to employers and apprentices all across Canada.
Why Us?
At HIEC, our goal is to make a positive impact in the career journeys of others, and this also applies to our own internal team! We offer a team environment that encourages innovative ideas and an entrepreneurial spirit. We foster a culture of inclusion and belonging, so everyone feels valued, respected, and heard. Simply put as possible, we care about our employees (have a look for yourself!)

This role also offers:

• Competitive salary (we included the details!)
• Comprehensive company provided benefits after 3 months
• Mental Health Supports (Calm App Subscription, Better Help Sessions)
• 2 Weeks Vacation + a Holiday ShutDown
• Hybrid Work Environment
• PD Opportunities

Position Description
We are currently seeking a highly motivated Events and Marketing Specialist who is excited about joining an active and growing team! The successful candidate will be responsible for planning, leading, organizing and executing various high-profile events and comprehensive marketing campaigns to support HIEC-ApprenticeSearch.com’s missions and goals. This role requires strategic collaboration with internal and external stakeholders, overseeing event logistics, and ensuring the successful implementation of marketing and outreach initiatives. This role will leverage industry insights to elevate the organization’s presence and impact, playing a critical role in advancing the delivery of HIEC’s programs and events. This position is best suited to someone who gets excited about contributing to organizational expansion and scaling and building processes that reflect organizational values (i.e. “we don’t have this yet, let me start!")
We are looking for someone who is passionate about our sector and what we do within our community and beyond.

The Opportunity/Primary Responsibilities:

• Strategic Event Planning and Coordination
• Lead the planning, organization, and execution of various events, including trade shows, conferences, community outreach programs, educational workshops, and fundraisers.
• Develop and present strategic event concepts, themes, and goals, aligning with organizational objectives and collaborating closely with senior leadership.
• Oversee event logistics management, including venue selection, catering, audiovisual needs, transportation, accommodation, and booth materials, ensuring seamless execution tailored to each event’s requirements.
• Build and maintain strong relationships with vendors, sponsors, and partners, negotiating agreements to secure advantageous terms and ensuring high-quality service delivery.
• Develop, manage, and monitor event budgets, ensuring cost-effectiveness and adherence to financial guidelines while maximizing the return on investment.
• Create and maintain comprehensive event timelines and task lists, delegating responsibilities to team members and volunteers as necessary to ensure all aspects of events are on track.
• Lead on-site event management, including setup, execution, and breakdown, ensuring professionalism and quality at every stage.
• Analyze and evaluate event outcomes, preparing detailed post-event reports with insights and recommendations for continuous improvement.
• Foster a culture of excellence within the Events team, identifying potential risks and challenges in project execution and implementing proactive strategies to mitigate them.
• Stay at the forefront of industry trends and best practices in event management, introducing innovative ideas and solutions to enhance the organization’s events.
• Serve as the primary point of contact for public inquiries about events, providing timely and professional responses.
• Collaborate with cross-functional teams to support both in-person events and webinars, ensuring cohesive planning and execution.
• Collaborate on the organizational event calendar with the Events team, HR, and other departments to ensure alignment and avoid scheduling conflicts.
• Take a leadership role in coordinating the annual Women As Career Coaches event, working with the Events/Marketing team to create impactful programming that inspires and engages participants.
• Advanced Marketing and Communications Strategy
• Develop and implement comprehensive, multi-channel marketing strategies to promote events, increase public awareness, and enhance the organization’s visibility and impact.
• Oversee the creation of high-quality marketing materials, including brochures, flyers, email newsletters, and press releases, ensuring consistency in brand messaging and tone.
• Partner with the Communications Manager to refine and maintain a strong and consistent brand voice across all marketing platforms.
• Analyze the performance of marketing campaigns, utilizing data-driven insights to optimize strategies and improve audience engagement and outreach.
• Cultivate and manage relationships with media contacts, community partners, and stakeholders to enhance the organization’s public profile and visibility.
• Leadership and Other Responsibilities
• Identify and pursue strategic partnership opportunities with charities, not-for-profits, community groups, and corporate partners to expand the organization’s reach and impact.
• Represent HIEC-ApprenticeSearch.com at key events, serving as a knowledgeable and professional ambassador for the organization.
• Oversee the procurement of branded materials and marketing collateral, working within budget constraints and maintaining an accurate inventory.
• Lead efforts to create sponsorship packages and engage potential sponsors, playing a pivotal role in fundraising and securing donations.

Our Ideal Candidate:

• Post-secondary education in communications, event management, marketing, or a related field is mandatory.
• At least five (5) to seven (7) years of experience in event planning and marketing, preferably within a non-profit organization.
• Experience and comfortability working with and reporting to an executive team
• Demonstrated experience in developing and executing successful marketing campaigns.
• Strong background in stakeholder management, including experience working with government entities and community organizations.
• Proficiency in digital marketing tools, including email marketing platforms such as HubSpot.
• Exceptional communication skills (verbal, written, and report writing) with the ability to convey complex ideas clearly and persuasively.
• Proven ability to develop various communication materials, from press releases to strategic reports.
• High level of strategic thinking and the ability to align marketing initiatives with organizational goals.
• Strong project management skills with the ability to prioritize and manage multiple projects simultaneously.
• Expertise in design tools like Canva, with a keen eye for creating visually appealing marketing materials.
• Ability to manage complex projects, meet established deadlines, and handle multiple tasks efficiently.
• You can consult, influence, and advise both employees and leaders across the organization.
• Strong leadership skills, capable of guiding and motivating team members and volunteers.
• Strategic thinker with excellent problem-solving abilities, able to anticipate challenges and devise solutions proactively.
• Comfortable navigating ambiguity and making informed decisions to improve processes and outcomes.
• Experience working within a smaller-sized, not-for-profit organization with a collaborative and adaptable mindset.
• Demonstrated political acuity and cultural sensitivity, with the ability to manage diverse relationships diplomatically.
• High level of analytical skills, with the ability to interpret data and generate actionable insights.

Working Conditions:

• This hybrid role will vary in its in-office requirements on a week-to-week basis.
• Travel required within Ontario or Canada for presentations, partnership meetings, conferences, trade shows, etc.

• A valid Driver’s license and access to a vehicle is requiredThe successful candidate will be required to have a Criminal Background Check

• Salary Grade 5: $66,538.06 - $84,281.55
  Targeted Hiring Range: $66,538.06 - $74,000
  We thank everyone who submits an application for their interest! Although our team is mighty, its still small; only successful applicants will contacted. To ensure that each candidate’s journey is consistent and that it is a fair and equitable hiring process, we will not be responding to any personal messages regarding this role.
  HIEC is committed to equity and creating a respectful and inclusive workplace culture that reflects the broad diversity of communities we work with. This includes people who identify as immigrants, refugees, women, Indigenous, Black, LGBTQ2S+ people of colour, and people with disabilities. Accommodations are available on request for qualified candidates during each stage of the recruitment process. Please note that candidates applying for Canadian job openings should be authorized to work in Canada. Please contact Human Resources by phone at (905) 634-2575 ext. 10

This role also offers:

• Competitive salary (we included the details!)
• Comprehensive company provided benefits after 3 months
• Mental Health Supports (Calm App Subscription, Better Help Sessions)
• 2 Weeks Vacation + a Holiday ShutDown
• Hybrid Work Environment
• PD Opportunitie

The Opportunity/Primary Responsibilities:

• Strategic Event Planning and Coordination
• Lead the planning, organization, and execution of various events, including trade shows, conferences, community outreach programs, educational workshops, and fundraisers.
• Develop and present strategic event concepts, themes, and goals, aligning with organizational objectives and collaborating closely with senior leadership.
• Oversee event logistics management, including venue selection, catering, audiovisual needs, transportation, accommodation, and booth materials, ensuring seamless execution tailored to each event’s requirements.
• Build and maintain strong relationships with vendors, sponsors, and partners, negotiating agreements to secure advantageous terms and ensuring high-quality service delivery.
• Develop, manage, and monitor event budgets, ensuring cost-effectiveness and adherence to financial guidelines while maximizing the return on investment.
• Create and maintain comprehensive event timelines and task lists, delegating responsibilities to team members and volunteers as necessary to ensure all aspects of events are on track.
• Lead on-site event management, including setup, execution, and breakdown, ensuring professionalism and quality at every stage.
• Analyze and evaluate event outcomes, preparing detailed post-event reports with insights and recommendations for continuous improvement.
• Foster a culture of excellence within the Events team, identifying potential risks and challenges in project execution and implementing proactive strategies to mitigate them.
• Stay at the forefront of industry trends and best practices in event management, introducing innovative ideas and solutions to enhance the organization’s events.
• Serve as the primary point of contact for public inquiries about events, providing timely and professional responses.
• Collaborate with cross-functional teams to support both in-person events and webinars, ensuring cohesive planning and execution.
• Collaborate on the organizational event calendar with the Events team, HR, and other departments to ensure alignment and avoid scheduling conflicts.
• Take a leadership role in coordinating the annual Women As Career Coaches event, working with the Events/Marketing team to create impactful programming that inspires and engages participants.
• Advanced Marketing and Communications Strategy
• Develop and implement comprehensive, multi-channel marketing strategies to promote events, increase public awareness, and enhance the organization’s visibility and impact.
• Oversee the creation of high-quality marketing materials, including brochures, flyers, email newsletters, and press releases, ensuring consistency in brand messaging and tone.
• Partner with the Communications Manager to refine and maintain a strong and consistent brand voice across all marketing platforms.
• Analyze the performance of marketing campaigns, utilizing data-driven insights to optimize strategies and improve audience engagement and outreach.
• Cultivate and manage relationships with media contacts, community partners, and stakeholders to enhance the organization’s public profile and visibility.
• Leadership and Other Responsibilities
• Identify and pursue strategic partnership opportunities with charities, not-for-profits, community groups, and corporate partners to expand the organization’s reach and impact.
• Represent HIEC-ApprenticeSearch.com at key events, serving as a knowledgeable and professional ambassador for the organization.
• Oversee the procurement of branded materials and marketing collateral, working within budget constraints and maintaining an accurate inventory.
• Lead efforts to create sponsorship packages and engage potential sponsors, playing a pivotal role in fundraising and securing donations