Events & Production Coordinator

Public Health Ontario; Toronto; On-site; CAD 54,000 - 71,000; Full time

Job summary

A public health organization in Toronto is seeking an Event Coordinator to support educational event planning and execution. The role involves managing logistics, maintaining event databases, and coordinating with various stakeholders. Applicants should have a Bachelor's degree and at least three years of relevant experience. This full-time position offers a salary between $54,256.00 and $70,720.00 for a contract of 15 months.

Qualifications

• Minimum of three years of experience in event management.
• Strong skills in budget management and reporting procedures.
• Experience with virtual meeting applications.

Responsibilities

• Coordinate and support educational events for PHO.
• Maintain databases and reporting on event tracking.
• Assist with administrative financial duties related to events.

Skills

Project management

Organizational skills

Problem solving

Analytical abilities

Communication skills

Education

Bachelor’s Degree in Events, Marketing, Business Administration

Tools

MS Office Suite

Zoom

Teams

Job description

Overview

Location: Toronto-661 University

Department: Capacity Building

The Role

To coordinate and support the planning, development, production and implementation of PHO professional development and educational events, including the Ontario Public Health Convention (TOPHC), for a variety of internal and external stakeholders.

Responsibilities

• Supports the Events Specialist with the coordination, planning, development and maintenance of PHO educational events, including TOPHC, accredited events (PHO Rounds) and webinars.
• Supports the Events Specialist with event production and logistics (e.g., setting up virtual platforms, event execution meeting desired goals and objectives, leveraging technology and resources to support engagement/ambiance/style/brand requirements) for PHO events, including TOPHC.
• Creates and maintains a comprehensive database of event products, activities and stakeholders, including: calendar of educational activities/events, upcoming/past products/activities list, expenditure tracking, and virtual platform production/product plan.
• Supports the coordination of timely and accurate event content on relevant sites (e.g., PHO website, TOPHC website, and PHO intranet) in conjunction with relevant partners/collaborators’ marketing/awareness activities.
• Creates and monitors detailed critical path documents, meeting resources and agendas to ensure that event milestones are met and according to plan.
• Supports the Events Specialist with coordinating external event sponsorships, partnerships and vendor relationships. Prepares and disseminates monthly and quarterly update documents, reports and/or metrics once approved by appropriate team members (e.g., Events Specialist, Capacity Building Manager).
• Coordinates creative design services, logistics and production (either on site or virtual event platform) with appropriate PHO teams/authors/vendors to ensure quality delivery of webinar/technology/multi-site events.
• Tracks activities related to procurement of event services, working with Capacity Building & Indigenous Engagement department.
• Supports the Events Specialist with the dissemination and tracking of event products and processes (e.g., knowledge products, resources, platform updates, invitations, communications) in collaboration with Communications and other relevant PHO departments.
• Assists with event and production planning, tracking and monitoring as required to track current and previous events to inform organizational performance reporting.
• Coordinate the speaker management functions including liaising with speakers, making travel arrangements for visiting speakers, managing speaker event materials and speaker requirements, speaker and presenter coordination.
• Assist with administrative financial duties including tracking and maintaining a record of all event expenditures, data entry, invoicing and reconciliation; providing reports to Events Specialist for Finance.
• Coordinate event evaluation and keep a record of feedback and lessons learned in order to improve future events.
• Provide meeting support as needed, including scheduling meetings, preparing and distributing agenda and meeting minutes.
• Other duties as assigned.

Knowledge And Skills

• Strong project management, problem solving, organizational and prioritizing skills to plan, coordinate, and execute multiple events and associated products, resources and logistics.
• Knowledge of legislated requirements, such as the Accessibility for Ontarians with Disabilities Act, in order to conduct site inspections to determine if the venue meets event requirements and complies with the Act or ensure virtual platforms, tools and resources are compliant.
• Knowledge of public sector procurement requirements and practices to support development of statements of work (SOWs) for business cases, requests for proposals and other required documents for securing event vendors.
• Focused planning and organizational skills to independently undertake the planning and execution of several activities concurrently.
• Strong analytical and conceptual abilities to manage the processes from development through to implementation.
• Knowledge of budget management and reporting requirements/procedures in order to develop and prepare budgets, to track and maintain a record of all related expenditures, and to ensure that budgets are adhered to, and managed effectively.
• Good skills in the use of various office computer systems and software programs (e.g., MS Office suite) including: Outlook, Teams, word processing, spreadsheet and presentation applications, familiarity with SharePoint.
• Detail orientation and administrative skills are required in order to coordinate administrative duties e.g., managing the various email accounts, preparing reports, data entry, registration and email newsletter software, customer service, and event supplier inventory.
• Experience with virtual meeting applications (e.g., Zoom, Teams) and utilizing all functionality (e.g., set-up, recording, polling, breakout rooms etc.).
• Ability and skill to work well under pressure, within multiple deadlines.

Education And Experience

• A Bachelor’s Degree from an accredited college or university in Events, Marketing, Business Administration, Communications, Publishing or related education.
• Minimum of three (3) years of experience in managing, coordinating, producing virtual and in-person events and distribution of event publications and/or communications.

Attributes and Competencies

• Written communication and editorial skills sufficient to support a wide variety of marketing and program-related materials for a variety of event audiences.
• Oral communication skills to communicate progress, risks, expectations, timelines, milestones and other key requirements to the Capacity Building team and internal /external stakeholders.
• Interpersonal skills to promote and maintain cooperative working relationships with internal and external stakeholders, to effectively coordinate the production and execution of events.
• Ability to negotiate with internal and external stakeholders using a high degree of discretion and diplomacy (e.g., vendor agreements, scheduling needs for program areas).
• Initiative and customer service orientation, networking, and consultation skills are required in order to contribute to the development and execution of PHO’s professional development and education events by providing high quality events coordination services, including facilitating the securing of appropriate venues for events, booking venues, and conducting site inspections to determine if the venue meets event requirements and complies with the Accessibility for Ontarians with Disabilities Act, and ensuring bookings are consistent with the space available so as to avoid scheduling conflicts and/or capacity regulations.
• Customer service skills are required in order to work with all Knowledge Exchange teams, other science and program teams, vendors and site venues event management staff to ensure that all logistics are taken care of, and to respond to any event emergencies or problems as they arise.

Duration: Contract (Fixed Term), 15 month(s)

Hours of Work: Full time, 36.25 hours per week

Compensation Group: Association of Management, Administrative and Professional Crown Employees of Ontario

Salary :$54,256.00 - $70,720.00

Posting Date: 09-22-2025

Closing Date: 10-7-2025

Please note: applications will be received no later than 11:59pm on the date preceding the closing date as indicated on the Job Requisition.

Note: Internal candidates will be considered first.

While we thank all applicants for their interest, only those selected to move forward in the recruitment process will be contacted. Any information obtained during the course of recruitment will be used for employment recruitment purposes only, and not for any other purpose.

PHO is committed to ensuring equity in employment. Our goal is to create a diverse, inclusive workforce that reflects the communities we serve and to ensure our services and communications are accessible to all individuals. Any candidate who requires a job posting in an alternative format may email a request to [e-mail]. Once an applicant has been selected for an interview, they can inform PHO about any accommodations they may require at any stage of the interview process.