Assistant Destination Event Planning Jobs in Quebec

The Automotive Industries Association of Canada (AIA Canada) represents, supports and leads innovation in Canada's $43.9 billion auto care sector. With thousands of members across the country, our vision, research, training programs and advocacy supports Canada’s collision and mechanical sectors. Our best practices for the auto care industry help our members keep Canada’s fleet of almost 26.6 million vehicles on the road.    

Whether you have been in a collision or require maintenance, our members help vehicles last longer, pollute less and keep drivers safer by offering Canadians any product or service a vehicle may need after it rolls off the dealership’s lot.   

Reporting Relations: 

Reports directly to the Manager, Events and Programs 

Purpose of Position  

The Coordinator, Events and Programs is responsible for planning and executing online and in-person events for various Programs, Committees, and Divisions within AIA Canada, including the Canadian Collision Industry Forum (CCIF). The position includes coordination between internal teams and external stakeholders, and Committees and Divisions. You would also play a pivotal role in marketing and communication efforts by liaising with Marketing and Communications and other internal departments to meet sponsor deliverables and ensure all website and event pages are consistently updated. Additionally, operational and administration tasks such as managing project documentation, updating records on SharePoint, and other event-related tasks would be part of your responsibilities. 

Job Responsibilities  

• Coordinate and assist the Manager, Events and Programs to plan logistics for in-person and online events for various Programs, Committees, and Divisions within AIA Canada, including the Canadian Collision Industry Forum (CCIF).  
• Draft venue RFPs and secure venues, draft food and beverage menus and coordinate catering, draft audio-visual RFPs, room block management, speaker management, sponsor management, event-related marketing materials, and other event-related tasks. 
• Manage online meeting registration system, set up all event registrations, register event delegates, and maintain registration lists.  
• Draft critical paths, tracking documents, post-conference reports, and event surveys.  
• Manage all event inventory and event shipments.  
• Provide administrative and operational services in support of the Manager, Events and Programs, and the organization's events, including engaging in stakeholder correspondence where required, answering phone and email inquiries in a timely and courteous manner, and actioning items of high importance relating to stakeholder issues and engagement.  
• Responsible for maintaining up-to-date website and event content by communicating the updates required via the appropriate channels.  
• Responsible for managing all event-related invoices and accounts receivables.  
• Establish formal reporting arrangements on event/program progress and track event performance metrics.  
• Work with other departments of AIA Canada (including Marketing and Communications, and Finance) to ensure the success of all events and programs.  
• Maintain and strengthen existing and developing stakeholder relationships, ensuring a positive experience.  
• Stay abreast of the events industry's latest trends, challenges and innovations.  
• Attend all in-person events (where required) and provide on-site support throughout the setup, execution, and wrap-up of events.  
• May be requested to undertake other projects and duties as required.  

Knowledge and Experience  

•  College degree or equivalent experience and a lifelong passion for learning. A minimum of 2-3 years of work-related experience in event planning, hospitality, program management, and customer service, preferably within a not-for-profit environment.  
• Possess organizational skills and flexibility to plan, initiate, organize and prioritize own work, manage multiple projects simultaneously and deal effectively with multiple deadlines.  
• Possess solid problem-solving, judgment, and decision-making skills with the ability to find creative and innovative solutions.  
• Flexibility to adapt to changing on-site event dynamics and requirements.  
• Aptitude for working in collaborative team environments with a focus on proactive communication and relationship building.  
• Ability to work with limited supervision, demonstrate active listening, and have strong attention to detail, ensuring accuracy in all written communications, reports, and project tracking.  
• Proficiency with Microsoft Office 365.  
• Experience working with CRM software and/or a project management tool is an asset.  
• Proficiency in the following technology programs is an asset: Pheedloop, Wrike, Slido, Survey Monkey, and Zoom.  
• Knowledge of or experience working in a member-based not-for-profit association is an asset.  
• Bilingualism (Canadian French and English) is an asset.  

Working Conditions 

• This is a predominantly remote position based out of a home office 
• Moderate travel required 

Benefits of working at AIA Canada   

• A comprehensive total rewards package.   
• Competitive wage and benefits.   
• Constantly challenging and rewarding environment.   
• A workplace culture that fosters a sense of collaboration.   
• Ongoing training and development opportunities.   

We are working remotely and are happy to consider candidates who are located outside of Ottawa with a preference to be fully remote in Ontario. Please note: some travel may be required throughout the year.   

Salary range: $50,000 - $55,000 

This position is being posted to fill a vacancy resulting from an employee transition. 

We thank all applicants for their interest; however, only those selected for further consideration will be contacted. Please note that artificial intelligence (AI) tools may be used to support parts of the screening and assessment process.  

We encourage early applications, as candidates may be reviewed and contacted for interviews prior to the deadline.