Internal/External
Full-time
Location: Ottawa, Ontario
Remote Work: Fixed (fully in-office role, no regular remote-work available)
Closes: January 29, 2023
Starting Salary: $47,540 – $54,190, per year based on experience. Salary Range Max $61,810 [2023 Rates]
All applicants are encouraged to apply. Preference will be given to qualified applicants who meet the requirements for MNO Citizenship as per the MNO Bylaws and who are in good standing.
What We Offer
As an employer, the Métis Nation of Ontario offers a collaborative work environment with competitive salary.
Further, permanent employees benefit from:
- Comprehensive employer-paid health benefits,
- Pension plan,
- 10 days’ vacation to start,
- Annual paid two-week holiday closure in December-January,
- 16 paid public and employer holidays,
- Early closures on long weekends,
- 15 paid health & wellness days (sick leave),
- Employee Assistance Plan, and
- Telemedicine plan.
- Preferred membership pricing at Goodlife gyms.
The Role
The Event Support & Reception Coordinator is responsible for a wide variety of clerical office duties in support of company administration. Includes coordinating and communicating office activities, may include greeting and screening visitors, answering and referring inbound telephone calls, and scheduling appointments. Coordinator, Events and Reception may also be responsible for administrating company correspondence during special events.
As Event Support staff, you will play a crucial role in the planning, execution, and post-event activities for a variety of events. Your responsibilities will include coordinating logistics, assisting with set-up and breakdown, managing communication channels, and ensuring a positive experience for attendees.
Duties include, but are not limited to:
Logistics Coordination:
- Assisting with coordinating logistical aspects of events, including venue selection, catering, transportation, audio-visual requirements, entertainment and MNO branch coordination.
- Work closely with vendors and suppliers to ensure timely delivery of services and materials.
- Work with Finance to coordinate and track all purchase orders and payment requisitions to the final payment of all services and Materials.
- Assist with Tradeshow vendor coordination.
Set-Up and Breakdown:
- Assist in the set-up and breakdown of event spaces, ensuring all elements are in place according to the event plan.
- Support with the dismantling process to ensure efficient and organized post-event cleanup.
Communication Management:
- Support with event-related inquiries from participants, vendors, sponsors, and internal teams.
- Distribute information and updates to relevant stakeholders before, during, and after events.
Attendee Engagement:
- Ensure a positive experience for attendees by aiding, answering questions, and addressing concerns during events.
- Collect feedback to identify areas for improvement in future events and post-reporting.
- Send post-event surveys and collect data to aid in post-reporting.
Team Collaboration:
- Collaborate with cross-functional teams, including branch coordination and finance, to align event objectives and goals.
- Communicate effectively with team members to ensure everyone is well-informed and on the same page.
Problem Solving:
- Understand the key stakeholders to quickly and effectively address any issues or challenges that arise and ensure decisions align with the objectives to ensure the smooth progression of activities.
Documentation and Reporting:
- Maintain accurate records of event details, expenses, and other relevant information.
- Contribute to post-event reports on recommendations for future improvements.
Working Conditions:
- With advance notice, the role may require working evenings, weekends, and holidays, especially during peak event seasons. Travel may also be necessary depending on the nature of the events.
Ottawa Reception Key Duties & Responsibilities:
- Provide customer service support to internal and external clients
- Delivery of associated program goals and objectives, as outlined in work plans or other documentation
- Utilize functional knowledge and experience to meet organizational demands in a timely and effective matter, within budget, or the parameters of the funding agreement(s)
- Deal with confidential and sensitive issues in a timely manner, with tact and discretion as required
- Perform administrative and support duties such as monitoring work queues, general e-mail boxes, web ‘contact us’ requests, preparing briefing notes, program reports, presentations, or other materials to communicate and/or share knowledge and expertise
- Work closely with team members to coordinate event details
- Develop communication tools to enhance understanding of the services, programs and supports offered
- General office duties such as photocopying, answering phones and preparing documents
- Schedules and tracks outgoing FedEx/Purolator packages
- Assist with the planning and organization of Ottawa office meetings
- Other reasonable duties as may be assigned
Qualifications
- Strong desire to act in the service of the Métis Citizens, to advance and uphold rights and culture
- Previous experience in event coordination or related roles, minimum of 1 year.
- Excellent organizational and multitasking skills.
- Strong communication and interpersonal skills.
- Detail-oriented with the ability to troubleshoot and problem-solve.
- Familiarity with event management software/tools is a plus.
- Strong reporting skills.
- High level of proficiency in Microsoft Office – Outlook, Excel, Word, PowerPoint
- Excellent communication, both written and verbal.
Who We Are
In 1993, the Métis Nation of Ontario (MNO) was established through the will of Métis people and Métis communities coming together throughout Ontario to create a Métis-specific governance structure and vision, encapsulated in the Statement of Prime Purpose. Today, the Métis Nation of Ontario represents over 25,000 Métis citizens.
The MNO delivers programs and services to its citizens through these branches: Healing and Wellness; Community Wellbeing; Education and Training; Housing; Lands, Resources and Consultation; Intergovernmental and Community Relations; Self-Government and Registry. Through these various branches, the MNO maintains 30+ offices and community spaces across the province, administers over $50 million annually, and employs about 350 staff across the province.
AODA Statement
The Métis Nation of Ontario commits to providing accommodation as required by the Ontario Human Rights Act, unless to do so would cause undue hardship. Accommodations will be provided in accordance with the principles of dignity, individualization, and inclusion. The Métis Nation of Ontario will work cooperatively and in the spirit of respect with all partners in the accommodation process. These accommodations will extend to all aspects of the employment relationship including recruitment and selection.
Please email humanresources@metisnation.org if you require an accommodation during the hiring process.
Please note, all employees, regardless of role or location, are required to be fully vaccinated for COVID-19, unless the employee has a valid medical exemption. This condition of employment is effective for all employees, full or part-time, permanent or contract, whether working remotely or not, as of November 1, 2021.