Network Meetings & Events Associate - Queens University

KEY RESPONSIBILITIES:

• Assists in the development and execution of an overall plan for CCTG Network meetings including but not limited to the annual Spring Meeting, Fall Meeting, and Network Leadership Retreats and biannual events such as the New Investigator Clinical Trial Committee Program (NICTC). As the needs of the Network evolve from a meetings and events perspective the role will similarly evolve.
• Provides support to the MC in meeting planning. This includes management of meeting programs, rooming blocks, logistics, internal/external meeting websites, and associated documents and email correspondence.
• Develops and maintains centralized resources and tools for meetings including Critical Paths, SOPs, WKIs, templates, and standard documents.
• Identifies risk in activities and timelines, proactively manages the risk to ensure success and/or by escalating to the MC for assistance in resolving the concern.
• Liaises with other members of the CCTG team to ensure effective execution of meetings and events including but not limited to experts in information technology, contracts, communications, network engagement, EDIIA, and others.
• Supports sponsorship management to secure funding to support meetings and events. This includes project management and oversight of multiple national/global sponsors, assisting with development of the Sponsorship Prospectus, completing online grant submissions in the sponsor portals, corresponding / liaising with Sponsors throughout the process, managing the sponsor webpage, ensuring sponsor invitations are accurate, and assisting with sponsor booth set up on-site. Additionally, acts as primary contact and liaison to the CCTG contracts team for any legal requirements. Ensures compliance with sponsorship agreements in the conduct of meetings and/or events. Prepares reports and updates to the MC in addition to the Group Director, COO, and Finance Manager.
• Supports the Accreditation Program for relevant meetings. Drafts the RCPSC application for review within required timelines. Reviews accreditation requests and meeting objectives to ensure they are in compliance with required guidelines. Collect and ensure all COIs are received from speakers/planning committee, submit to Queen’s Continuing Professional Development (CPD). Establish and review program with IT team. Review and post final reports for Faculty.
• Reviews and facilitates execution of the Network Committee annual review process for the organization.
• Conducts the final quality assurance/control process required as part of the invitation policy and plan prior to execution.
• Presents and provides education and training to CCTG OSC and Network members as required to support meeting planning and execution.
• Ensures assessments and evaluations of meeting impact are assessed and feedback is incorporated into future meeting planning.
• Fosters positive and collaborative relationships within the team, within the OSC and Senior Leadership team, as well as with key stakeholders as meetings are planned and executed.
• Assists in the development and execution of Network and Operations and Statistics Centre (OSC) (e.g. Organizational Milestones, Community Engagement). These are Group level events that require approval from the Group Director/COO prior to initiation. Responsibilities include those noted under meetings including planning, risk mitigation, and project management support. Additionally, this includes raising awareness about CCTG, and the development of engagement and partnership pathways that align with our mission and vision, both within the central office as well as the network. Events may involve working under the guidance of the MC and/or in collaboration with the Group Director, COO, and other members of the Senior Leadership Team following Group level approval.
• Provides expert guidance in meeting and event conduct and coordination using in-person and online formats and tools. Conducts online events and provides education to others using meeting platforms, current technology (e.g. Zoom, Teams, Platforms) and surveys/tools (e.g. Slido, Qualtrics). Stays current as systems and meeting and event requirements evolve.
• Demonstrate commitment to fostering a diverse, equitable and inclusive environment, and contribute to a meeting and event processes that are respectful and collaborative.
• Undertake other duties in support of the CCTG meeting and event needs.

REQUIRED QUALIFICATIONS:

• Undergraduate degree in Business Administration, Public Relations, and/or post-secondary degree or diploma in Office Administration or Event Management.
• Several years (3+ minimum) experience working in meeting and event management with a focus on stakeholder relations, planning, and coordination.
• Bilingual in English/French (written and oral) is considered an asset.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:

• Respects diversity and promotes inclusion in the workplace.
• Highly motivated and results-driven individual able to set high standards and goals.
• Strong communication and interpersonal skills to work well in a complex multi-stakeholder environment.
• Ability to analyze complex situations and determine appropriate course of action to reach a resolution, using analytical and problem-solving skills.
• Ability to win cooperation, to facilitate diverse groups of people to work toward shared goals.
• High level of tact and discretion, maturity and good judgment, and the ability to deal with sensitive and confidential issues in a professional manner.
• Proven project management skills and the ability to manage multiple projects.
• Proven program and project management skills with demonstrated “hands-on” experience.
• Demonstrated successful experience in a highly visible, fast-paced environment requiring a high level of professionalism and quick, appropriate decision-making skills.
• Well-developed and confident written and verbal communication skills.
• Ability to work independently and as part of a team.
• Exceptional attention to detail to ensure key aspects of each meeting and/or event are delivered.
• Must be highly skilled in the use of Microsoft Word, Excel, Access, and PowerPoint. Must have experience with online meeting platforms (e.g. Zoom, Teams, other) and surveys/tools (e.g. Slido, Qualtrics). Familiarity with Oracle is also an asset.

DECISION MAKING:

• Develop strategies to optimize Network meetings and events with stakeholders to support the CCTG mission.
• Provide budget input for individual meeting and/or event budgets with the expectation of meeting program delivery within or under budget. Ensure compliance with sponsorship agreements in the conduct of meetings and events.
• Independent, ongoing assessment of workload priorities is essential to support the overall day to day activities within the IND Program.
• Make project management decisions regarding prioritization, coordination, scheduling, and timelines and resolve within set guidelines.
• Determine when to take issues and decisions to the MC and/or COO and when to act independently.
• Determine which communication vehicles will be the most effective to engage audiences.
• Develop SOPs, WKIs, and tools to support Network meeting and event activities and processes. Ensure appropriate processes are followed and provided training as required.