Event Coordinator (bilingual preferred)

Event coordinator (people at an event)

Pan-Canadian Summit on K-12 Workplace Well-Being

Advancing strategies to improve work environments in Canada’s schools and school districts


May 11–13, 2020, JW Marriott Edmonton ICE District, Edmonton, Alberta


This pan-Canadian summit will bring together 300+ champions, changemakers, and key stakeholders from across provinces and territories to learn more about concrete ways to advance workplace well-being in K-12 education.

EdCan is seeking one (1) Event Coordinator for a six-month contractual position in our Toronto office.



  • Assist in the planning, coordination and execution of logistics and administrative support for a May 2020 event, and other activities as required.
  • Provide administrative support to the Events Team; recommend procedures and solutions, track progress, review invoices, and monitor the budget; follow-up with suppliers, ensure that notices, invitations, follow-ups, and confirmations for participants are planned, organized and executed in a professional and proficient manner.
  • Draft reference documents for signage, review proofs, track orders and setup signage on site following a specific schedule.
  • Manage room blocks, rooming lists and pickup reports, review invoices.
  • Coordinate logistics requirements for workshops, track and follow up on special requests, contact speakers and panelists and provide assistance with registration, hotel accommodations and audio-visual (and other) requirements.
  • Assist with food and beverage budgets and menu selection.
  • Recommend procedures and solutions for the Events team daily work and assignments.
  • Assist with events registration on site (badge pickup, new registrations, update existing registrations), by phone and email, process payments.
  • Assist in preparing, packaging and shipping promotion materials.
  • Assist other team members and/or perform other duties as requested by the Events Team.


  • Coordinate event promotion to convert registrations among diverse groups of potential attendees in the public education sector (telephone campaign, email distribution and follow up, and conversion tracking).
  • Coordinate event promotional strategies, including email blasts, website publishing, social media advertising, cultivating promotional partnerships, media relations, etc.
  • Develop, execute, and produce content based on our editorial calendar for a social media strategy using traffic development tactics informed by analytics.


  • Post-secondary education in events management and communications/marketing regarded as an asset but not mandatory. An equivalent combination of education and experience may also be considered.
  • A minimum of three to five years of hands-on experience in meeting planning and event coordination.
  • Strong knowledge and ability in using business support processes and tools (e.g., Microsoft Office suite, databases, tracking systems).
  • Demonstrated ability to problem solve and manage multiple priorities under pressure and in a fast-paced environment with tight deadlines/turnaround times.
  • Requires strong customer service skills, demonstrated attention to detail and quality assurance.
    Strong written, verbal and interpersonal communication skills to coordinate a variety of event variables and communicate effectively and professionally with all levels of internal and external stakeholders.
  • Fluently bilingual, written and oral, in both official languages (French and English) preferred.
  • May be required to work beyond regular work hours, especially as the event date approaches.
  • Required to be on-site at event from May 10-13, 2020 in Edmonton.


The following skills and experience would be considered assets for this position:

  • An interest in and desire to support K-12 Canadian educators, staff, and students.
  • Use of Google Analytics, Twitter Analytics, and Facebook Insights to inform ongoing digital engagement; social media savvy.
  • Filming and editing short video clips using FinalCutPro or similar software.
  • Knowledge of HTML and CMS (e.g. Drupal, WordPress, MailChimp).
  • Adobe Creative Suite (Photoshop, InDesign, Illustrator).
  • Knowledge of social media scheduling software (e.g. Hootsuite).


Deadline for applications is February 5, 2020

Anticipated start date is February 10, 2020


To apply, please submit a motivation letter and CV via email to arebeiz@edcan.ca with Event Coordinator in the subject line.


This is a six-month full-time contractual position with possibility for extension.


We thank all candidates for their interest; however, we will only contact those selected for an interview. All applications will be kept on file for six months following the hiring.