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Marketing, Communications, and Events Coordinator

Number of Available Positions: 1

Location: Ottawa

Experience Level Required: Fresh

Volunteer: Internship: Co-Op: Contract:
Casual: Part Time: Full Time:
JOB PURPOSE:

To plan, produce, and oversee execution of marketing and communications plan activities including media, promotions, website, and collateral materials. To develop materials to deliver the organization's messages to the public and the media. Oversee and assist with the organization and coordination of conferences, meetings, seminars, webinars, and other events.

 

Disclaimer: This position is unpaid. If you are applying for a co-op, please confirm from your college prior to submitting your application.

ROLES & RESPONSIBILITIES:

Marketing and Communications:

  • Provide support and assistance in planning, developing, producing, and delivering marketing and communications materials
  • Manage the development, production, and distribution of promotional and collateral materials
  • Develop and oversee the communications calendar to ensure timely execution of the program
  • Use a customer relationship management (CRM) system and other social media to create and send, emails, newsletters, etc
  • Participate in marketing budget development and support budget management
  • Use independent judgment to execute marketing and communications plan
  • Prepare written materials including some marketing copy, business communications, reports, and presentation scripts
  • Write and distribute press releases
  • Be responsible for ensuring accuracy in information and proofreading
  • Analyze marketing and communications programs and make recommendations to adjust strategy and tactics to increase the effectiveness

Events and Campaigns:

  • Conduct research and find resources to help staff make decisions about event possibilities.
  • Coordinate arrangements for all meetings and events: Assist with negotiations for contracts and book event space, order supplies and the necessary audiovisual equipment
  • Serve as liaison with vendors on event-related matters
  • Prepare nametags, materials, notebooks, promotions packages, gifts, registration lists, etc
  • Assist with preparing budgets and provide periodic progress reports to The Marketing Director for each event project
  • Keep track of event finances including invoicing, payments, and reporting
  • Closeout all events as required
  • Propose new ideas to improve the event planning and implementation process

Administrative/Customer Service and Support:

  • Maintain and update databases, including customer relationship management (CRM) system mailing lists
  • Answer incoming emails/requests, answering questions regarding ENCADE services, screening emails/requests for appropriate referral
  • Complete special projects as assigned by the Director of Marketing or the ENCADE CEO
QUALIFICATION: Education – Associates degree in Marketing or related discipline essential, Bachelor’s degree preferred
RELEVANT EXPERIENCE:
  • The desired course of study: marketing, communications, event planning, or equivalent experience
  • Minimum 2 years’ experience on Marketing related role
  • Ability to use contact management system and other social media to create and send emails, newsletters, etc

SKILLS/

COMPETENCES:

  • Possessing computer proficiency: word-processing, spreadsheet, PowerPoint, and database management
  • Having Excellent organizational and office skills
  • Having excellent written and verbal communication skills
  • Capable of making sound decision
  • Ability to work independently while maintaining effective working relationships with co-workers, supervisors, customers, and the general public
  • Capable of excellently managing time
  • Having the enthusiasm for the mission of ENCADE
DIMENSIONS (METRICS):  
  • Productivity/Utilization of resources
  • Quality assurance
PERSONAL CHARACTERISTICS & BEHAVIOUR:
  • Must be in-dependable
  • Ability to work well in a team
  • Ability to work under pressure
  • Must be able to work independently and get motivated personally
  • Being flexible
  • Having excellent written and verbal communication skills, including: Writing, Proofreading and copy editing
  • Ability to clearly communicate information effectively and persuasively
  • Ability to develop and maintain strong working relationships both internally and externally, including media contacts and vendors
  • Ability to develop timelines and meet deadlines
  • Strong detail orientation
  • High standards for quality work
  • Personable demeanor/excellent customer service orientation
  • Ability to handle multiple projects concurrently
  • Possessing outstanding organizational skills, including meeting coordination, event planning, and publication scheduling
  • Owning desktop publishing abilities like creating spreadsheets, PowerPoint presentations, and basic graphic design
 BENEFITS:
  • Training (Office 365, Cyber Security, and the virtual environment)
  • Mentoring and Coaching in the area of volunteer work
  • Reimbursement of exam fees when successfully earned the pre-approved professional certification (certain conditions applies)
  • Fixable hours and Working Virtually
  • Able to obtain a reference letter from ENCADE on the hours reported in approved time-sheet
  • Regular appraisal evaluations of skills with suggestions for improvements
  • This volunteer work / internship can be reflected on academic credits whenever applicable and accepted by the educational institution
  • Addition to the PDUs of the project management certification requirement
VOLUNTEER EXPECTATIONS:
  • 10 Hours a week minimum
  • Weekly time sheet reporting
  • Display a positive and respectful attitude
  • Work with honesty and integrity
  • Represent the organization in a responsible manner
  • Take initiative
  • Perform their jobs to a reasonable, acceptable standard
  • Deliver results
  • Maintain good attendance
  • Be dependable and responsible
  • Be a good team player
  • Conduct themselves in a professional manner, even when off duty
  • Follow set policies and procedures when dealing with problems or issues
We look forward to having you in our fantastic team  

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