Corporate Events Planner and Admin Support(Digital) in Waterloo at Johnson Service Group

Date Posted: 12/2/2022

Job Snapshot

  • Employee Type:
    Full-Time
  • Location:
    Waterloo
  • Job Type:
  • Experience:
    At least 12 year(s)
  • Date Posted:
    12/2/2022

Job Description

JobID: 388925

Department

Marketing

Title

Corporate Events Planner and Admin Support(Digital)

Location

Waterloo, Ontario

Virtual

Office

Job Code

Click here to enter text.

JOB DETAILS:

Section 2: Role Description

Purpose/Objective: The over-riding purpose or objective of the role.

The Corporate Event Planner will be a part of the Events Team to help manage various digital external & internal events (virtual) as well as responsible for providing administrative and support services to ensure effective and efficient operations in the Corporate Events Department.

Position Outcomes and Duties: (high level tasks, the result of the individual’s efforts).  The main duties generally performed by an employee in this role.

  • Be responsible, individually and as a team member, for the digital planning and execution of virtual conferences
  • Work with internal resources and stakeholders in the execution of projects
  • Develop and manage work plans
  • Communications and Web:
    • Collaborate with key stakeholders to execute the strategy, including Campaigns, Creative services, web services, events (logistics, program), Customer marketing, training, Lab teams)
    • Assist with creating registrant communications with logistical details for event attendance
    • Work with web team to advise website updates as needed throughout the planning process as new components are added including session details and schedules, lab and training information, partner and sponsorship info and more)
    • Collaborate with the many stakeholders on their requirements for creative assets for event execution. Including: pre-event web assets, email assets, banners, logos, PowerPoint decks and reviews, platform assets, onsite signage, videos and more.
      Manage approvals and distribution of assets
  • Assist with updating of documents (FAQ, surveys, etc as required)
  • Maintain Company World hotline and email accounts. Answer customers, partners, and staff questions for events or forward to the correct person to respond.
  • Manage online registration system (CVENT) and assist with creation of registration paths, amending registrations and creating reports.
  • Uploading of virtual event assets to online portals, including session information, images, descriptions, etc.
  • Administrative duties
    • Assisting with power point presentations, updating documents (FAQs, contact list, internal intranet etc.), and online file maintenance
    • Preparation of meeting minutes for various committee meetings
    • Other duties as assigned
  • Shipment packing, commercial invoice documents, tracking and working closely with shipping brokerage contacts to ensure timely delivery
  • Provide administrative support to VP of Global Events & Communities, and Senior Events & Communities Team Managers

Additional Responsibilities:

Support the client relationship by handling the logistics involved with the flawless execution of meeting or event details

  • Support collaborative relationships with other internal departments and effectively meet deadlines established with the execution of a specific event
  • Support with cvent or event platform reporting as required
  •  

Section 3: Qualifications

Technical Proficiency (optional): Minimum qualifications the incumbent must possess in order to qualify for the role, not including acceptable equivalents.

  • Proficient in Microsoft office, particularly Excel & PPT
  • Cvent knowledge
  • Digital platform / digital marketing experience

Functional Proficiency/knowledge: Minimum functional qualifications the incumbent must possess in order to qualify for the role, not including acceptable equivalents.

  • 12 years of virtual event or digital marketing experience
  • Excellent project management and the ability to work towards strict deadlines & multiple projects
  • Customer service oriented
  • Works well in a team environment

Education: Minimum education or equivalent credentials the incumbent must possess in order to qualify for the role.

Post-secondary education in Marketing, Communications, Social, Web or Digital Events or equivalent experience

Event planning accreditation, or ongoing studies, preferred.

Experience: Suggested experience that will generally predict success in the role.  To be used as a guide and maybe substituted for demonstrated ability to perform all functions of the role. 

No experience required

1-2 years of experience, some of which is relevant to the job. 

3-5 years of experience, some of which is relevant to the job.

6-9 years of mostly relevant experience.  Highly developed professional/technical skills are needed to perform the job.

10+ years of mostly relevant experience.  Highly developed professional/technical skills are needed to perform the job.

15+ years of mostly relevant experience.  Expert professional/technical skills are needed to perform the job

Section 4: Competencies

Core: Skills, abilities or attributes which are common to all jobs within Open Text.

Accountability:  To conduct one’s self in compliance with agreed rules and standards and should be reported fairly and accurately in a transparent manner. Willingness to accept responsibility and admit mistakes. Sees beyond job function and understands the bigger picture.

Adaptability: Overcomes resistance to change and/or obstacles. Maintains effectiveness despite changing tasks, responsibilities, coworkers, and environments. Adapts behavior to perform effectively under changing or unclear conditions. Adapts interpersonal style to highly diverse individuals and groups in a range of situations.

Communication: Articulates ideas and instructions both written and orally to diverse audiences. Initiates communication in difficult situations or with unreceptive individuals and groups. Actively listens to understand and learn. Speaks and writes clearly and concisely.

Initiative and Innovation: Makes active attempts to influence events to achieve goals.  Self-starting rather than passively accepting. Takes action to achieve goals even in the face of resistance. Demonstrates an entrepreneurial spirit by recommending and/or carrying out ideas or courses of action without being told.

Leadership:  Develops an environment conducive to developing strong working relationships.  Recognizes opportunities and forms a vision of what can be achieved. Constructively influences different individuals inside and outside of the organization.

Job Specific: Skills, abilities or attributes needed to perform the duties of this job in a fully functioning capacity. (Check all that apply)

 Ability to Learn:  Assimilates and applies new job-related information for varying sources promptly and effectively; shows desire to broaden knowledge and perspective; learns from both successes and failures.

 Analysis and Problem Solving: Applies a systematic approach to problem solving; relates and compares data from different sources, identifies issues, secures relevant information, and spots connections in the data before developing strategic plans for solving problems.

 Customer Service Orientation: Ability to keep balance between company policy and interests of customers. Candidate's answer should show they are accommodating and eager to assist customer needs while being cautious enough not to promise more than they can deliver.

 Integrity and Ethics:  Stays within ethical and legal guidelines; shows reliability, consistency and demonstrates respect for others; understands how the impact of their actions could affect the company.

 People/Resource Management: Manages a team through clear objective setting, efficient delegation of tasks, conflict management, and thoughtful leadership; keeps direct reports and team focused on key objectives that drive performance and competitive advantage; develops an environment conducive to developing strong working relationships.

 Teamwork: Works effectively with others in the organization and outside the formal lines of authority (i.e., peers, other units, senior management) to accomplish organizational goals Addresses conflicts and disagreements proactively that affect team cohesiveness;; considers the impact of their decisions on others and shares credit with others for team accomplishments.

 Planning and Organization: Establishes a course of action for self to accomplish specific goals; manages time, resources and agenda effectively to avoid waste; for group leader’s plans proper assignments for personnel and appropriately allocates resources.

 Technical and Professional Knowledge: Understands technical and professional information necessary for job; learns and applies technical and professional skills; seeks to stay current with developments in fields related to job.

 Work Standards: Sets high goals or standards of performance for self, subordinates, others and the organization; experiences dissatisfaction with average performance; addresses others when their standards are affecting team performance.

Section 5:

Special Working Conditions/Demands (optional): i.e.: overtime, on call support, heaving lifting, etc.

This job will require working out of normal hours occasionally to execute events in a different time zone.  This job will be 100% remote.




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