Program and Events Coordinator

The Institute of Public Administration of Canada; Toronto; Remote; CAD 45,000 - 65,000; Full time

Benefits offered by this job

Generous benefits package

Job summary

The Institute of Public Administration of Canada (IPAC) is seeking a dynamic Program and Events Coordinator to plan, coordinate and deliver IPAC’s learning programs and events. You will support virtual and hybrid learning initiatives, manage speakers, and ensure high-quality experiences for partners and participants.

Responsibilities include end-to-end delivery, timelines, logistics, post-event reporting and maintaining stakeholder relationships.

Qualifications

• 2-3 years of experience in a similar role.
• College diploma or equivalent experience.
• Strong communication and organizational skills.
• Proficiency with MS Office; hosting webinars with Teams is an asset.

Responsibilities

• Coordinate the end-to-end operational delivery of virtual and hybrid learning programs, webinars and workshops.
• Coordinate bespoke learning programs once scope and agreements are confirmed.
• Lead operational delivery of Communities of Practice and programming.
• Develop program timelines, workback schedules and run-of-show documents.
• Coordinate virtual event platforms, technical requirements and rehearsals.
• Support live delivery of virtual, hybrid and in-person programs.
• Coordinate speakers, moderators and panelists; manage meetings and materials.
• Prepare speaker briefing materials and logistics for rehearsals.
• Manage speaker communications and event-day logistics.
• Plan and execute IPAC in-person events, summits and networking events.
• Liaise with venues, AV providers, caterers and suppliers; manage room setups and run sheets.
• Provide on-site support and assist with flagship events like the National Public Service.
• Administer partnership programs and sponsorship fulfillment; track deliverables and deadlines.

Skills

Communication

Interpersonal skills

Analytical skills

Organization

Multitasking

Deadline management

Discretion

Public relations

Teamwork

MS Word

MS Excel

MS Outlook

MS Teams

Education

College diploma

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft Teams

Job description

The Institute of Public Administration of Canada (IPAC) is a professional association for public servants, scholars, and students who share a passion for high-performance public-sector management. IPAC works through its vast network of members, colleagues and international partners to enhance knowledge of the best practices and generate new ideas in public policy and administration. For over 70 years, the Institute of Public Administration of Canada has been a recognized national leader in promoting public administration excellence. We are a respected voice across all orders of government, academia, research, indigenous communities, and non-government organizations We are focused on uniting our members and partners to share knowledge, drive policy innovation and cultivate collaboration.

IPAC is currently seeking a dynamic individual to take on the role of Program and Events Coordinator who contributes to the overall success of the organization by providing planning, coordination and delivery support to IPAC’s learning programs and events. The Program & Events Coordinator would support the planning, coordination and delivery of IPAC's growing portfolio of learning programs, virtual and hybrid events, summits, communities of practice and bespoke programming. The role would have a strong focus on program execution and project coordination, ensuring that programs move efficiently from confirmation through delivery and post-event follow-up while providing a high-quality experience for speakers, partners and participants. The Program and Events Coordinator operates in a multitasking environment interacting with different clients and partners often under tight deadlines.

The position requires an ability to work with a very diverse set of clients and partners. The capacities to multitask and meet sometimes tight deadlines are required for the position. Attentiveness to details, accuracy, and effective organizational skills are also very important assets. Interpersonal skills, demonstrated ability for accuracy, details, and thoroughness; ability to solve problems and work independently and as a team, and effective communications are key areas for success in this position.

The ideal candidate will perform various tasks, work under pressure and sometimes changing deadlines, with strong attention to detail. Results-oriented and accurate, the candidate will approach the position with professionalism, commitment and a passion for an organization that supports the public sector. With an ability to develop and maintain strong collaborative relationships with multiple stakeholders, the successful candidate will be a team player who recognizes accountability.

This support includes but is not limited to:

Learning & Program Delivery:

• Coordinate the end-to-end operational delivery of virtual and hybrid learning programs, webinars, workshops and other learning initiatives.
• Coordinate the delivery of bespoke learning programs once scope and agreements have been confirmed.
• Take primary responsibility for the operational delivery of ongoing initiatives such as Communities of Practice and programming.
• Develop and maintain program timelines, workback schedules, run-of-show documents and other planning materials.
• Coordinate virtual event platforms, technical requirements and rehearsals/tech checks.
• Support live delivery of virtual, hybrid and in-person programs.

Speaker & Facilitator Coordination:

• Coordinate speakers, moderators, facilitators and panelists following program confirmation.
• Manage scheduling, confirmations and preparation meetings.
• Collect biographies, headshots, presentation materials and other required information.
• Prepare and distribute speaker briefing materials.
• Coordinate technical checks and speaker rehearsals.
• Manage ongoing speaker communications and event-day logistics.

Event Planning & Logistics:

• Support the operational planning and execution of IPAC's in-person events, including summits, networking events and special programs.
• Liaise with venues, AV providers, caterers and other suppliers.
• Coordinate room setups, signage, materials, shipping and other event requirements.
• Prepare detailed event timelines and run sheets.
• Provide on-site event support.
• Support the operational delivery of flagship events such as the National Public Service

Symposium and Leadership Summit.

• Partner & Sponsorship Fulfillment
• Track confirmed partners and deliverables.
• Support the Awards program.
• Coordinate operational fulfillment of partnership benefits, including registrations, logos, materials, exhibitor requirements and other agreed deliverables.
• Maintain partnership fulfillment trackers and ensure deadlines are met.
• Support partner participation in programs and events once agreements are confirmed.

Program Administration & Project Coordination:

• Maintain program calendars, planning documents, trackers and shared files.
• Monitor timelines, outstanding items and key deadlines across the portfolio.
• Coordinate internal follow-ups and ensure deliverables continue moving forward.
• Support preparation of post-event reports, participation summaries and evaluation results.
• Assist with maintaining program, speaker and participant records.

Other duties as assigned by the Events Manager and the CEO.

Skills and Abilities

• Excellent communication, interpersonal, analytical and organizational skills.
• Ability to multi-task, set priorities, work under pressure, and meet deadlines.
• Good judgment and tact – ability to handle information of a confidential and sensitive nature.
• Strong public relations skills – ability to work well with senior officials in the public and private sectors, and academia.
• Ability to take initiative and work independently, as well as collaboratively as part of a team.
• Proficiency in Microsoft Word, Excel, and Outlook; experience hosting webinars with Microsoft Teams is considered an asset.

Education and Experience

• College diploma or a combination of relevant experience.
• 2-3 years of experience in a similar role.

Working Conditions

• Virtual office environment
• Sensitive and confidential information

We offer a salary commensurate with experience supplemented by a generous benefit package.

We thank all applicants for their interest but only those selected for an interview will be contacted.