Open Position – Event Coordinator

Position: Event Coordinator (13 months maternity leave contract)
Job Start Date: March 15, 2021
Work Schedule: 35 hours/week
CIAJ-ICAJ Event Coordinator Job Description (PDF)

The Event Coordinator reports to the Executive Director and is responsible for planning all of CIAJ’s judicial seminars throughout the year.

Work Place:
Canadian Institute for the Administration of Justice (CIAJ)
5950 Chemin de la Côte-des-Neiges, Office 450
Montreal, Quebec H3S 1Z6

Main Functions/Duties:

  • Planning and attending seminars (online and in person seminars)
  • Report all updates to executive director of CIAJ and planning committees on a weekly/monthly basis
  • Venue research, site visits, review and negotiate hotel contracts
  • Plan and oversee all the logistics of the seminar (food and beverages, audiovisuals, printing of materials, transportation, cocktails, dinners, etc.)
  • Maintain relationships, prepare, and negotiate contracts with suppliers (hotels, audiovisuals, catering, translation services, etc.)
  • First point of contact for all the participants, speakers and planning committees attending the seminar (email requests, telephone calls, questions, issues, etc.)
  • Organize and coordinate travel and accommodation arrangements for the speakers and faculty members of the planning committee
  • Coordinate, prepare, print, and distribute all the conference materials to the participants; coordinating the texts/materials of the speakers for publication; updating agendas and in charge of communication tools (increase participation, create registration forms, etc.)
  • In charge of packing and shipping conference materials to seminar location and unpack on location to prepare registration desks (for in person seminars)
  • Scheduling conference calls for the planning committees of each seminar
  • Review all final invoices of suppliers and create final budget forms after each seminar
  • Maintain and update CIAJ’s database with registrations, participants information, etc.

Skills Required and Working Conditions: 

  • 2–4 years of experience/certification in event planning or similar role
  • Bilingual in both written and oral communications
  • Superior organizational skills with strong attention to details
  • Experience with online platforms and virtual events (Example: Zoom, Teams, etc.)
  • Excellent communication skills
  • Strategic planning
  • Multitasking with focus on organization priorities
  • Ability to work under pressure with tight deadlines
  • Excellent knowledge of Microsoft Office Outlook, Word, Excel, and PowerPoint
  • Strong interpersonal skills
  • Ability to work independently and as a team
  • Ability for problem solving
  • Good stress management
  • Dedication to maintaining confidentiality
  • Must be available to travel across Canada 4–5 times a year

Salary Offered: to be discussed

Please send your CV before January 22, 2021 at