Signature Event Operations Coordinator

The Canadian Cancer Society is dedicated to improving lives and driving action against cancer. The Signature Event Operations Coordinator will support the logistics and administration of major events, ensuring seamless execution and impactful outcomes.

Responsibilities

• Executes event operations strategies and activities for CCS Events
• Works with vendors and suppliers to build positive relationships to drive timely delivery of event materials
• Coordinate and execute the kitting, shipping and tracking of all event materials sent from central locations out to event locations across the country
• Maintain event materials inventory stored in CCS locations, keeping the space clean, safe and organized according to CCS standards
• Works with cross functional partners including Digital, Marketing, Finance and Facilities to manage and execute program related tactics
• Supports the Senior Manager to measure, monitor and interpret event operations related expenses
• Uses data to drive solutions that always act within the best interest of the CCS and those we serve
• Works in conjunction with internal teams and external vendors to maintain a professional and positive working environment with all stakeholders
• Ensures participant and vendor communications are tracked consistently and accurately within CCS’s CRM
• Identifies and recommends opportunities to improve department processes that will drive efficiency
• Follows and implements all guidelines established by CCS leadership including, Marketing, Communications, Digital Support, IT, Team People and others
• Accurately records invoices and expenses relating to signature event budgets while adhering to financial guidelines and procedures set by CCS
• Monitors the Event Operations expense budget in conjunction with the Sr. Manager
• Maintains complex excel spreadsheets and online systems detailing order and tracking information for event related materials and supplies
• Works with vendors to track material volumes of event materials and alerts the Sr. Manager when stock falls below standards
• Reviews expense reports on a monthly basis ensuring that event operations expense budgets are being maintained or reduced
• Reports material variances and proposes mitigation strategies
• Work with CCS Staff, volunteers and partners to book travel for events and training conferences, while operating within set travel policies and budgets
• Ensures donor database and donor communications systems are used consistently and effectively across the logistics team to track suppliers and expense lines
• Maintains the integrity of the CRM by complying with policies and procedures for data collection and entry systems
• Contribute to our culture of diversity, inclusion, belonging and equity (DIBE) by ensuring that all staff feel represented, valued, and heard across all aspects of their identity, including gender, age, religion, ethnicity, nationality, race, and sexuality
• Other duties as assigned

Skills

• Post-secondary education such as acquiring a college diploma and/or certification, or equivalent, in related field
• More than 1 year of related experience in a similar field is required
• A valid driver's license is required as occasional travel for event visits may occur
• Excellent computer skills and knowledge of Microsoft Office Suite
• Proven project management and strong organizational skills are necessary attributes
• Proven ability to accomplish goals, solve problems based on guidelines and establish priorities with minimal direction
• Proven relationship management skills with internal and external stakeholders
• Ability to work simultaneously on a variety of complex projects with tight timelines
• Strong problem solving and diplomacy skills to resolve issues with internal and external stakeholders
• Demonstrated ability to exercise sound judgement and maturity in dealing with a variety of constituents
• Strong customer service, communication and people's skills
• Excellent attention to detail and strategic thinking abilities
• Experience working in a team-oriented environment
• English is required
• Working knowledge of Salesforce is considered an asset
• Working knowledge of Canva is considered an asset
• French/Bilingualism (French /English) is an asset due to the organization's nationwide operations

Benefits

• Paid parental leave
• Family sick time
• Health insurance

Company Overview