Meeting and Events Coordinator

At the heart of CSA Group is a vision: making the world a better, safer, more sustainable place. It's been part of our mission for nearly one hundred years: from the first engineering standard for railway bridges developed in 1919, to more than 3,500 standards, codes & related products today.

Headquartered in Canada, with a global footprint of more than 30 labs and offices across Europe, Asia and North America, CSA Group tests, inspects and certifies a wide range of products - from every day househould items to leading edge technology-to meet exacting requirements for safety, performance and environmental impact.

Our employees take pride in making a difference in people's lives through the work that we do. We're looking for people like you to help make it happen.

Primary Function:

Works with all levels of staff in advising, planning, executing and evaluating meeting arrangements for Standards division committee events and meetings as well as technical seminars. The coordinator’s responsibilities encompass proposal writing, budgeting responsibilities, expediting services and confirming goals and expectations are properly communicated and executed.

Working Relationships:

• Reports to Manager, Standards Events
• Provides guidance to standards development, Customer Success, and other Standards function.  
• Works closely with Procurement and Legal on event/vendor contracts

Dimensions:

• No operating revenue or budget accountabilities
• Accountable and manages contracts and event/vendor negotiations within budget parameters and makes recommendations to management. Sources vendors based on budget requirements.
• Decisions and negotiations for these types of contracts have a large impact on our members and staff and are fundamental to CSA
• Multiple deadlines, regular interruptions and strong sense of urgency at times
• Daily communication with vendors, internal and external stakeholders to meet needs

Principal Duties & Responsibilities:

• Plans and designs meetings and events that achieve the objectives and goals of the sponsor/host. This includes researching and recommending suitable venues and forums, catering, accommodations, audiovisual requirements, developing special materials and travel arrangements (with budget from $50-500K). Makes recommendations on the best designs and content for various types of events.
• Negotiates contracts and costs for each event including bedroom blocks and food and beverage commitments with the venue. Liaises with procurement category managers and legal department to ensure proper processing of contracts. Authorizes and signs off on food and beverage event orders and final arrangements. Manages expenses and provides cost details and input into the budgeting process to the manager for assigned projects. Uses judgment to determine the efficient allocation of budgeted funds. Monitors the expenditures of each project. Measures the results by administrating a post event survey and provides feedback as required.
• Plans and executes all aspects of internal and external special events. Project manages internal planning team for CSA Group’s Annual Conference and Committee Week, acting as key liaison between the internal team and external suppliers. Oversees budget allocation for all expenses, reviews quotations, processes requisitions, tracks purchase orders and processes invoices for payment. The coordinator maintains relationships with all suppliers including destination management companies in conference host city, graphic designers, audio visual suppliers, and printers ensuring all elements of the event are implemented on time and within budget.
• Troubleshoots on behalf of CSA staff with front line hotel/venue contacts regarding: alternate accommodations, billing disputes, last minute audio visual or setup change requests, overbooking and cancellation issues. Monitors and addresses any changes, additions, or problems.
• Maintains relationships with CSA preferred venues by conducting site visits to hotels on a regular basis. Stays current on the quality and availability of various venues, to properly advise and work with different levels of Management, CSA staff and Members to ensure their requirements are satisfactorily fulfilled.
• Provides direction to marketing to ensure materials, including handouts and displays, are prepared and available for onsite promotional needs.
• Develops and coordinates all aspects of special projects for internal and external audiences which includes concept, creativity, timelines, budget, and liaising with suppliers to ensure proper project completion. Investigates and sources promotional items for internal and external events and maintains the online gift catalogue. Negotiates price to ensure allocated budget is maintained. Ensures corporate identity standards are adhered to. Performs other similar duties as assigned.

Work Environment:

Travel is a required component of this position in order to execute the events.

Education & Experience:

• 2-year Post-Secondary Education in Event Planning/Management or equivalent
• Minimum 5 years of experience in event planning or similar marketing and communications
• Computer proficiency (word processing, spreadsheets, graphics software and keyboarding skills)
• Strong project management and organizational skills
• Candidates with proficiency in French will be given special consideration.

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