Events Coordinator

Events Coordinator

Operations – downtown Toronto, Ontario

Make a difference with Life Sciences Ontario (LSO) www.lifesciencesontario.ca

Who we are and What we do

Life Sciences Ontario is a member-driven organization that represents and promotes the province’s vibrant and diverse life sciences sector. LSO collaborates with governments, academia, industry, and other life science organizations in Ontario and across Canada to promote and encourage commercial success throughout the sector. Membership in Life Sciences Ontario includes individuals, students, emerging companies, investors, service providers, and companies with marketed products. The organization provides a wide range of networking and educational events, and operates a mentorship program that is helping to develop highly-skilled talent and build new business opportunities for the life sciences sector. We also support the next generation of life science leaders through our scholarship and mentorship program. LSO is an effective conduit for delivering policy options to governments and is committed to practicing and promoting the principles and best practices of Inclusion, Diversity, Equity and Accessibility (IDEA). We have made it a strategic priority to incorporate IDEA into everything we do, from our internal processes and events, to our external commitments (Black North, 50/30 Challenge) and including creating the “Building an Inclusive Life Sciences Future” workshop series highlighted by Osler.

We thrive on the challenge to bring our best, progressive thinking to keep our association growing, and to deliver excellent events helping the life sciences ecosystem (community) to thrive and prosper. We are passionate about the quality of our work, the people and organizations with which we partner, the outcomes that we achieve and the opportunity to shape the future. Our culture is fast-paced, challenging and rewarding including opportunities to grow skills as we embark on new projects. We value new ideas and different perspectives to help our organization grow.

Who we are looking for

We are looking for an individual with a varied set of skills to join our small team of dedicated individuals. As the Events Coordinator, you will be a key part of our team assisting with the planning and coordination of the monthly and annual LSO events. You are a highly organized, detail-oriented self-starter who can work independently with little direction and brings excellent communication, interpersonal collaboration, new creative ideas and perspectives, and project & time management skills to the role.

The Role

The Events Coordinator will report to the Director, Operations & Events, and work closely with the internal team and events committees including volunteer chair/leads and Board members.

As a member of the team, you will co-ordinate the logistics for the diverse, inclusive, and accessible events delivered by LSO. You will process and respond to incoming inquiries, support the efficient and accurate sharing of information across LSO and help to streamline and strengthen internal processes.

The skills of the individual we are seeking would include: an exceptional team player; well-developed interpersonal skills and written communication; relationship management and diplomacy skills to engage at all levels internally and externally, as well as externally with various stakeholders and service providers in an inclusive and accessible manner.

Event Responsibilities

• Lead and manage the planning and execution of events in conjunction with the Events Director, and the volunteer committees ensuring LSO’s IDEA goals and values are prioritized.
• Producing and distributing committee notes in a timely manner
• Managing registration processes and member relationships
• Maintaining and updating the database, including tracking tools, and new contacts
• Maintaining and filing of source documents including meeting notes and supplier contracts
• Supporting the tracking of event requirements and relaying to service providers around catering, audio visual and speaker
• Working with the Marketing and Communication Coordinator to develop marketing materials for the events
• Manage technology around events, including PPT presentations, event computers, zoom platform
• Prepares post event reports with key metrics including but not limited to number and profile of attendees, sponsor and attendees’ feedback and financial report.
• Identifies potential new LSO event opportunities with the goal of hosting vibrant events

General Admin Responsibilities

• Actively ensures relationships with Life Sciences Ontario stakeholders, incl. members, sponsors and vendors are effectively maintained and developed
• Supporting the logistics for streamlining and strengthening internal processes and procedures.
• Working with the team, ensure accuracy of member data and financial information related to membership and events
• Through stakeholder interactions, assist with bringing new members or sponsors on board
• Additional support to CEO, and team, as required

Experience and Qualifications

• Minimum 1 year experience in innovative event and program management
• Event coordination experience, including working within established budgets, coordination of speakers, sponsors, registrants and suppliers and onsite logistics such as registration
• Virtual event experience setting up and running events on platforms
• Ability to troubleshoot technology challenges including access to platforms while remaining professional
• Pro-active, detail oriented with strong organizational skills and able to thrive in a fast-paced environment; a responsible self-starter, able to prioritize, multi-task and adapt to changes
• Proven ability to build and enhance working relationships and collaborations with stakeholders
• Proven ability to analyze problems, identify key information and issues, and effectively resolve problems
• Completed post-secondary education in a related field
• Proficient in Microsoft Office (Word, Excel and Outlook and Publisher) and Adobe and with event planning software
• Proficient in English, other languages are an asset

What we offer

• This is a 6-month contract with the opportunity to be extended
• Competitive salary
• Flexibility – ability to partially work from home but will be required to be in the office or at events 2 days per week or more if required.
• Open and inclusive culture that encourages sharing ideas
• Opportunities to take on leadership role
• Opportunities to interact with senior leaders in life sciences

Salary: $50,000.00-$65,000.00 per year

How to Apply

Interested and qualified candidates are invited to submit a resume and covering letter, no later than 11:59pm on Monday, March 25th, 2024 to admin@lifesciencesontario.ca . Ideal start time would be end of April.

We thank all applicants for their interest; however, only those selected for an interview will be contacted

LSO is committed to building and fostering a workplace that is reflective of our communities, where all members feel included, valued, and heard. We welcome applications from all qualified candidates but acknowledge the systemic and structural barriers that have, historically, marginalized and barred certain groups from accessing employment opportunities. As part of our commitment to removing barriers to employment, we strongly encourage applications from members of these historically marginalized groups including, but not limited to, Indigenous peoples, racialized individuals, members of the LGBTQ+ community, people with disabilities and women. Accommodations are available, upon request, in all aspects of the recruitment process.

Job Type: Fixed term contract
Contract length: 6 months

Salary: $50,000.00-$65,000.00 per year

Schedule:

• Monday to Friday
• Overtime

Ability to commute/relocate:

• Toronto, ON M5R 3N5: reliably commute or plan to relocate before starting work (preferred)

Application question(s):

• To be considered, we require a cover letter to be included in your application, are you submitting a cover letter?

Work Location: Hybrid remote in Toronto, ON M5R 3N5

Application deadline: 2024-03-25