Job Description

Applicants must submit a resume and cover letter

Role Summary

As the Event Specialist, you are a highly motivated and creative self-starter with experience and a passion for event marketing, planning and execution, as well as engaging in all things related to innovation. As an active and engaged member of Innovation Factory's Marketing Department, you have exceptional organization skills and attention to detail, able to manage multiple projects simultaneously and can use your event management skills to connect with the innovation community.

The Events Specialist is responsible for working cross-functionally to design and deliver Innovation Factory's signature events. You will be responsible for developing detailed work plans, project management, budgeting and debriefing of initiatives. This includes research into potential venues and working closely with third parties. The Events Specialist will successfully deliver high-quality commercialization programming and event experiences that supports organizational growth and brand awareness.

This is a 12-18 month contract position that reports to the Director of Marketing and works collaboratively with all departments and teams within Innovation Factory to understand their strategies and needs from event and marketing perspectives.

Core Responsibilities

End-to-End Event Management

? Lead the complete management of signature events in Hamilton and Halton regions, as well as virtual platforms, encompassing all aspects from initial planning through execution to post-event wrap-up.

? Responsible for facilitating:

o Internal and external meetings to schedule event planning activities

o Onboarding participants, speakers, judges and/or delivery partners for events

o Set up any applicable virtual environments or technology for virtual or hybrid events

o Set up and support dress rehearsals, prep sessions, etc.

o Request and delegate to other staff to assist day-of (as needed) with event duties

? Ensure timely development of content for events including presentations, videos, speaking notes, scripts, website updates, event registration pages, etc.

? Create contingency plans, proactively handle any issues arising and troubleshoot any emerging problems on event day.

? Improve upon all our signature events year to year, bringing creativity, novelty and excitement into each, in particular those that occur annually.

? Deliver new large-scale events, determining sponsorable events and assets as well as ideating and recommending new event features and formats.

? Establish schedules and timelines with direction from the Director of Marketing and/or leadership.

? Ensure all events are highlighted as needed, working collaboratively with other marketing team members and cross-functionally to ensure successful attraction of the ideal size and audience composition.

? As needed, support in the creation of event assets and communications tools.

? Work closely with the venture growth team to ensure up-to-date and effective commercialization programming for event participants.

Vendors and Suppliers

? Engage event vendors for quotes related to venues, hospitality and catering, audiovisual, etc.

? Establish the event budget with the Director of Marketing, track expenditures and monitor to ensure the event is on budget.

? Maintain a listing of event vendors on behalf of the Marketing team.

? Demonstrate exceptional communication when interfacing with vendors and suppliers as it relates to our event needs. This includes event communication and direction to: AV and media partners, caterers and/or co-host event partners, among others.

Event Reporting, Tools and Data

? Conclude events with appropriate follow-ups and ensure best practices for future events are captured for the team knowledge and reference.

? Develop enhanced event reporting to drive improvements and collaboration from various departments as well as managing the annual calendar of events to support other teams.

? Manage registration and all related tools/platforms.

? Track event metrics and measure year-over-year performance and KPIs related to events.

? Ensure event attendee data and payment processing is handled with care and securely.

Partners & Relationship Management

? Initiate the creation of event sponsorship materials ensuring co-branding is correctly in place with respect to Innovation Factory and sponsors/partners.

? Conduct meetings and timely follow-ups to successfully meet event sponsorship targets.

? Deliver "save the dates" and other key information to partners/sponsors ahead of events, including promotional packages and other documentation.

? Enhance post-event sponsor satisfaction with reporting and communications that demonstrates value and communicates appreciation of their involvement.

? Identify key events and relationships in Hamilton and Halton that are mutually beneficial to iF and work collaboratively with the Strategic Partnerships & Growth team to develop those.

Additional Duties

? Support with online workshop/program delivery as needed.

? Conduct research related to our innovation ecosystem.

? Be an iF Representative at community events, conferences (which can fall in and outside of typical business hours and in-person or virtual).

? Make relevant partnership referrals to Strategic Partnerships & Growth team.

? Provide various marketing and administrative support for events.

? Coordinate and maintain photo/video library and digital assets in collaboration with other marketing team members.

? Actively participate in team and organization meetings, and maintain strong and effective communication with the team through a variety of inter-team software tools including Slack, Zoom and G-Suite.

? Other duties as assigned.

Qualifications

? 3-5 years equivalent experience working in a related field

? Completed a relevant post-secondary education, College diploma or University degree (For example Business, Communication, Event Planning, Project Management)

? Strong and professional communication skills, both written and verbal

? Proficient with Microsoft Office, Google Suite, Zoom, Slack, Canva

? Demonstrated strength in writing, planning, and coordinating, project coordination

? Works well individually and as part of a team

? Strong attention to detail with exceptional planning, organizational and problem-solving skills

? A flexible and strong customer service attitude and able to work in a confidential environment

? Ability to work accurately under tight timelines and manage multiple deadlines and events

? Able to juggle multiple tasks and projects, prioritizing accordingly

? Not essential, but an interest in innovation, entrepreneurship and community building is an asset

? Alignment with Innovation Factory's mission, vision, and culture

? Must hold a valid Canadian driver's license

Assets

? Previous experience with planning and coordinating events, and project management coordination

? Knowledge and enthusiasm for the Hamilton and Halton Regions, the local tech sector, government and community organizations

? Familiarity with technology and/or life science or transportation sectors

Working Conditions

? 5 days per week; 37.5 hours per week, regular daytime business hours are between 9 am EST to 5 pm EST

? On event days, working hours will adjust as necessary for the timing of the event i.e. requiring an early or later work day

? 3 to 5 days in office with the opportunity for a hybrid work model, allowing some remote work

? Some localized travel and access to a vehicle are required

Location

Innovation Factory

? B21-175 Longwood Rd S, Hamilton ON

? 5151 New Street Burlington ON

About Innovation Factory

Innovation Factory (iF) is a not-for-profit business accelerator, providing entrepreneurs with business services, training, mentorship and strategic connections to help bring disruptive technologies to market, increase revenues, attract investment and create jobs.

Our mission is to be the primary catalyst for technology innovation in the greater Hamilton and Halton areas with a vision to make the region Canada's fastest-growing innovation community and the first port of call for innovators. We will do this via direct 1-1 support for companies; creating partnerships, and building community. We will create an environment and culture that draws people into the region as a place to invest, live, learn, work and start businesses.

The Innovation Factory is committed to a fair and inclusive work environment. We are an equal opportunity employer that hires and attracts talent regardless of age, race, creed, colour, religion, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality, sex, status as a protected veteran or any other legally protected grounds and will not discriminate on these bases. Accommodation will be provided throughout the hiring process, as required. Applicants must make their needs known in advance.

For more information please visit www.innovationfactory.ca

Job Type: Fixed term contract
Contract length: 12-18 months

Pay: $45,000.00-$70,000.00 per year

Benefits:

On-site parking Paid time off
Work Location: In person