Project Coordinator (contract position)
Term- November to July 31st 2020
3-4 days per week between October and April 2020
Full-time requirement May-July 2020
Experiences Canada is looking to fill the role of a Project Coordinator for its Youth Leadership Forum on Reconciliation in Winnipeg, June 27-July 4 2020. Reporting to the President and CEO you will be responsible for coordinating the planning and production of the week-long youth forum, managing logistics, and leading a project staff team of three in Ottawa, and a youth leadership team of 10 post-secondary youth selected from across the country to support the project.
Roles and Responsibilities
You have experience working with Indigenous communities and organizations and are passionate about Indigenous knowledge, cultures and traditions. You are an experienced, take-charge professional with ability to manage event administration and logistics to help deliver a high quality fun and informative event for teenagers. You also enjoy working with youth while creating a place of belonging for each participant. You are a trouble-shooter and problem-solver by nature, and are unflappable under pressure. Must be able to anticipate project needs, discern work priorities, pay attention to detail and meet deadlines with little supervision, and be willing to work evenings and weekends during the prime project period. You have a passion for running events and are an outgoing, enthusiastic individual, with a natural ability to build relationships with youth, staff, volunteers, project suppliers and partners.
Event Planning and Administration:
- Develop and maintain a project timeline, budget and work plan and provide periodic progress reports to the Experiences Canada management team.
- Prepare and modify event contracts as required.
- Lead the recruitment and selection of youth leaders from across Canada who will mentor and support the participants throughout the project.
- Design and plan all aspects of the Youth Leaders training session on site in Winnipeg.
- Participate in site checks and meetings with event partners to plan activities and itineraries.
- Serve as liaison with travel agency, special guests, suppliers and vendors, on event-related matters.
- Coordinate lodging, transportation, food and beverage, special needs requirements.
- Order supplies and audiovisual equipment. order event signs, and ensure appropriate decor and staging for final youth presentation.
- Create and revise participant and staff itineraries, room layouts and other documents forForum events and activities.
Communications and Marketing:
- Work with communications coordinator to develop and implement a plan for recruiting youth participation in the project. create a social media strategy, and produce all event collateral materials.
- Work with the communications coordinator to establish key messages for the design and distribution of promotional materials for distribution to youth, parents, and educational and youth serving organizations via traditional and new media channels In consultation with the President and CEO, oversee the planning and implementation of any public events and announcements with high profile stakeholders during the project.
- Liaise with special guests and presenters, providing event scenarios, briefing notes and suggested remarks as required.
- Responsible for writing and distributing regular internal project updates, workflows etc. to regional partners and volunteers.
- Handle all project inquiries and correspondence.
Evaluation and Reporting:
- Ensure that the project deliverables are on time, within budget and at the required level of quality. Provide updates to management and stakeholders as required.
- Oversee the formal evaluation process, pre-event. during the event. and post-event to optimize youth participation in the surveys and evaluation measurements.
- Evaluate the outcomes of the project as established during the planning phase, prepare draft final project reports for senior management and external stakeholders.
Qualifications, Experience and Personal Attributes
- Strong knowledge of Indigenous cultures, languages and traditions, experience working with Indigenous communities and organizations.
- Experience working with youth.
- 2-3 years of experience working in event management or hospitality-related position.
- Strong interpersonal and problem-solving skills, diplomacy and tact.
- Excellent communication skills, including writing, proof-reading skills, and public speaking.
- Highly organized, detail-oriented, with an ability to accomplish projects with little supervision.
- Initiative, resourcefulness and outgoing character with the ability to anticipate potential challenges and find creative solutions.
- Proficient using the latest versions of Microsoft suite of programs: experience with database management an asset.
- Flexibility to work non-traditional hours during peak periods of the project.
- Volunteer management experience, or experience with a youth-serving organization an asset.
- Preference will be given to individuals who are First Nation, Inuit, or Metis (please self identify).
- Preference will be given to individuals who are bilingual in French and English.
- The successful applicant will need to provide a clear criminal record and vulnerable sector check.
Location: Ottawa residency preferred, Winnipeg residency will be considered.
Salary: $45,000-50,000 Annual Salary (pro-rated to actual days of the week worked).
Interested applicants should send their curriculum vitae to firstname.lastname@example.org.
Part Time Project Coordinator - Indigenous Exchange Program
We currently have an opening on our team for a part-time Project Coordinator-Indigenous Exchange Program, working four days per week.
ABOUT Experiences Canada
Experiences Canada is a national charitable organization dedicated to facilitating transformational youth travel and exchanges for 4,500 young Canadians and their chaperones each year. Experiences Canada`s educational programs provide Canadian youth with unique opportunities to discover Canada’s diversity of language, history, culture, and heritage through shared experiences with other Canadians —youth participants, host families, and their broader communities.
The Indigenous exchange program will focus on supporting Indigenous communities involved in our reciprocal exchanges program, with a particular emphasis on a new multi-year pilot program to support Inter-provincial exchanges that aid in the transition of Indigenous youth who must travel to complete high school and post secondary school. Reporting directly to the Director of Programs, you will be responsible for community liaison and administration of the youth reciprocal exchange program files. This position requires strong administrative, organizational, and interpersonal skills. You will work in a small, dedicated team and communicate directly with Band Council, community leaders, teachers, group organizers, partners and exchange participants.
- Responsible for overall file management, both the program file and financial file of the exchange groups
- Liaises with travel agency, partners, special guests, on exchange related matters;
- Communicates with Group Organizers throughout the entire exchange period, ensuring key deliverables are met or follow-up where necessary;
- Communicates with youth to ensure program goals of the program are being met;
- Assist in research of and outreach to potential communities to participate in exchanges
- Assist in the preparation of mailings and materials to respond to information requests from communities
- Make presentations to communities and or Indigenous conferences to promote the program
KNOWLEDGE AND SKILLS:
- Strong knowledge of Indigenous cultures, traditions and languages;
- Principles and practices of quality customer service;
- Principles and practices of file management, and administration;
- Microsoft Office, including Outlook and Excel;
- Knowledge of database software (Salesforce) is an asset;
- Planning and organizational skills, solid decision-making and judgment;
- Advanced knowledge and experience with file management;
- Effectively work in a high volume environment;
- Ability to prepare clear, concise business correspondence;
- Establishing positive working relationships and interacting effectively with a wide range of people;
- A positive team player in a small, dynamic office
- Non-profit or volunteer management experience, or experience with a youth-serving organization an asset
- The successful applicant will need to provide a clear criminal record and vulnerable sector check prior to commencing work
- Must be willing and able to travel within Canada
To apply for this position, please send your covering letter and resume with salary expectations to email@example.com.
We thank all applicants for their interest; however only those selected for an interview will be contacted. All information received will be held in strict confidence.