Event Logistics And Program Coordinator

Job Title: Event Logistics and Program Coordinator

Location: Remote First (Anywhere in Canada)

Type: Flexible full time with some required evening and weekend work

About Believe Initiative Inc:

Believe Initiative Inc. is a leadership development company founded by Olympian Sarah Wells, with a steadfast commitment to fostering inspirational and resilient leaders throughout North America. The organization is composed of three distinct branches: the Corporate Leadership Programs Branch, the Youth Leadership Development Branch, and the External Speaking Events Branch.

The Corporate Leadership Programs have been successfully implemented with organizations such as Salesforce, RBC, Dow Chemical Company, BMO, The North West Company, and Altus, among others. Across Canada, Believe Initiative Inc Youth Programming has reached and empowered thousands of young minds in schools. And lastly the external Speaking Events have been executed in collaboration with esteemed companies like Coca-Cola, P&G, Kraft Heinz, Bell Canada, Google, Stellar Algo, Deloitte, Pepsi, and various other organizations. Every year, Believe Initiative Inc. positively impacts the lives of over 150,000 individuals through their comprehensive programs.

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We are seeking an Event Logistics and Program Coordinator to join our team at Believe Initiative Inc. In this role, you will play a pivotal part in ensuring the seamless coordination and execution of our events, keynotes, workshops, and programs. Your responsibilities will encompass logistics management, including contract administration, invoicing, scheduling, travel arrangements, and tracking participant progress. You will also provide invaluable administrative support for budgeting, goal tracking, and website copy maintenance. As a key team member, you will attend virtual meetings for program pitches to major corporations and occasionally provide logistic support at important in-person events.

Additionally, you will be involved in communications support, graphic design for promotional and curriculum materials, as well as play a key role in developing efficient processes to streamline operations. Your meticulous attention to detail, ability to prioritize effectively, and excellent interpersonal skills will be crucial in managing various stakeholders and contributing to the success of our initiatives.

One of the best parts about this role is you will have the opportunity to help shape the growth and development of all programs - we are always appreciative of fresh ideas and perspectives for our organization. As one of the key pillars of the organization, you will have a direct impact on the success of all programs and initiatives, and also play a role in the evolution and development of the organization. Though there are many executive assistant tasks, you will also have an opportunity to leave your mark as you wear many hats as thought-partner, project manager and get-things-done person!

Duties and Responsibilities:

• Logistics and coordination of events, keynotes, workshops and programs. Including things like, contracts, invoicing, scheduling, travel bookings, participant progress tracking, program execution logistics etc.
• Oversee student Believe Leadership Program and supervisor student Chapter Heads (Accounts for 25-30% of role)
• Support corporate Impact Leadership Program participants with communications and resource creation/maintenance
• Attend virtual meetings for program pitches to major corporations
• Thought partnership for future programs and evolution of business
• Graphic design of promotional materials, program worksheets and resources, pitch decks, impact reports, and social media graphics
• Attend important events in-person for logistic support (not always required)
• Communications support including mass-emails, contact database management, inbound inquiry responses, and reminder emails
• Administrative support for budgeting, goal tracking, and website copy maintenance.
• Build efficient processes and find ways to automate and simplify operations

About You

• Detail oriented & highly organized
• Excellent interpersonal skills to effectively deal with various stakeholders
• Ability to prioritize, manage time effectively, and coordinate many moving parts
• Flexible & adaptable! The organization is always evolving and the ability to pivot and explore new avenues is key
• Self-starter and loves to search for opportunities where there may be gaps or inefficiencies

Requirements/Qualifications:

• You’ve demonstrated skills in project management, program coordination, and marketing
• Openness to travel for in-person events periodically
• 2-3 years experience
• WIth emphasis on Excel/Google Sheets
• Post-secondary education
• Experience with Canva
• Experience with Google Workspace Products
• Support resourcefulness, and managing multiple initiatives in previous roles
• Social media content development and planning experience an asset

Please apply by submitting a resume & cover letter to [email protected]. Only selected candidates will be contacted for an interview, which will be conducted via Zoom.

The successful candidate will begin training mid August and transition alongside the current Program Manager, and take over the role fully in September.

Compensation:

• Benefits: $1000 Wellness budget
• Vacation Time: 3 weeks
• Salary: $40,000
• Bonus: $5000