Department: Executive Office
Location: WADA Headquarters - Montreal, Canada
Reports to: Senior Manager, Executive Office
Posting deadline: June 14, 2018 (9:00 EST
Under the supervision of the Senior Manager of the WADA Executive Office, the candidate’s responsibility will be to ensure the successful conduct of WADA conferences, symposia and key meetings around the world. This entails the planning, coordinating and execution of all related activities.
On an annual basis, WADA organizes an annual Symposium (800+ pax), another two to three subject-specific symposia (100-200 pax), and holds its annual Executive and Board meetings on three occasions (120 pax, 60 pax and 120 pax). The events are convened in different locations around the world, including at times in Montreal where the Agency is headquartered. The Agency’s stakeholders generally host the meetings, in part or in full, with or without the assistance of professional conference organizers on site.
Several additional technical meetings are held throughout the year, generally in Montreal. Such meetings will remain the responsibility of the respective owner within the Agency; however some events/meeting support might be required at times, particularly as it relates to identifying efficiencies.
The candidate will be required to:
• Handle all aspects of the event/meeting management, such as:
- Drafting requests for proposals (in the case of larger events).
- Developing and actively managing event/project plans for the organization of the events, including timelines, and division of responsibilities.
- Developing cost projections/budget analyses for each event and ensuring appropriate expense management.
- Liaising with external stakeholders/hosts.
- Researching venues, suppliers and contractors.
- Researching, negotiating and maintaining relations with sponsors.
- Conducting site inspections.
- Negotiating and reviewing vendor/supplier contracts.
- Defining registration needs and the most appropriate system to manage, track and communicate with participants (varies according to event; at times can be approving applicants manually after conducting research).
- Developing and tracking rooming lists, in line with contracts.
- Defining meeting room requirements, including set-up and workflow in line with the technical program.
- Defining audio-visual requirements and overseeing them before and during the events.
- Sourcing simultaneous interpretation and overseeing them before and during the events.
- Defining catering arrangements and working with banquet managers accordingly.
- Defining transport plans and overseeing them before and during the events.
- Defining volunteer support and schedules, and overseeing them before and during the events.
- Defining on-site registration needs and overseeing them before and during the events.
- Acting as team lead on site and ensuring team members are briefed on roles and responsibilities.
- Conducting post-event activities (event evaluation, post-event reconciliations with hosts/venue, debrief report etc.)
- Identifying potential risks to event execution, and developing contingency plans where needed.
*Some of the above aspects may be fulfilled by a local Professional Conference Organizer, however the responsibility remains with the candidate in ensuring the successful execution of the event according to the technical program required by WADA.
• Work collaboratively and actively with staff from relevant WADA Department/s who are the owner of the event/meeting to ensure all elements of the technical program, including speakers/guests for the event are supported. This also includes working with the Communications Department and providing relevant information for the development of a communications plan for the event.
• Review existing Agency processes for event coordination and management and make ongoing recommendations for process improvement.
• The candidate will also be required at times to support and coordinate event attendance where WADA staff and/or members participate in volume/large numbers. On these occasions, representation is across multiple Departments and a central coordination role is necessary.
• World Conference 2019 - Every four to six years, the Agency convenes a World Conference on Doping in Sport where the global anti-doping community meet and engage in high-level discussions. The next Conference is scheduled for November 2019 in Katowice, Poland. The candidate will form an integral part of the Project Team for this large-scale conference (1500+ pax).
PROFILE – KNOWLEDGE, SKILLS and ABILITIES
• Minimum five years event planning/coordination experience including complex projects;
• Event planning/management certification;
• Self-starter and highly motivated with a proactive approach to event goals and objectives;
• Excellent interpersonal and client/stakeholder service skills (this includes with internal departments, plus external partners);
• Sound negotiation skills;
• Excellent organizational and time management skills; capable of coordinating and managing multi-dimensional projects within tight and demanding deadlines (project management);
• Ability to work under time pressure and deal effectively under stress;
• Strong attention to detail;
• Understanding of AV technology and venue schematics in order to meet the specific needs of each event;
• Bilingual, French and English, with excellent written and verbal communication skills (additional languages would be a strong asset);
• Availability to travel to conduct site inspections and attend on-site meetings/events; sometimes being on-site for extended periods of time;
• Availability and flexibility to work extended hours during peak periods – some weekend work and increased hours leading up to events may be required;
• Proficiency in Microsoft Office Suite, Excel and Word in particular, and experience with web-based software programs for event management;
• Experience working in an international environment an asset;
• Fit with culture and organization values e.g. teamwork, team spirit and love of sport.