Committee & Events Coordinator

Are you an experienced Events Coordinator looking for a new challenge?  Do you prefer the flexibility of part-time/contract work? Enjoy hybrid/remote work?Look no further. This is the job for you!We’re the Heating, Refrigeration and Air Conditioning Institute of Canada (HRAI) a not-for-profit national trade association that represents and advocates for member companies in the heating, ventilation, air conditioning and refrigeration industry (HVACR). Our members include wholesalers, manufacturers, contractors, and other professionals with an interest in this industry and improving its impact on the environment.  We’ve been around for more than 50 years and believe it or not, still growing!We’re looking for a Part-Time or Contract Committee and Events Coordinator to join our team! In this role, you’ll be at the heart of our HVACR Technical Skills Competitions, ensuring everything runs smoothly from start to finish. If you thrive in fast-paced environments, have a knack for logistics, and love seeing events come to life, we want to hear from you!The RoleAs part of our commitment to workforce development in the HVACR industry, HRAI supports the conception and execution of Technical Skills Competitions for students in Ontario. Currently we participate in one to two events per year over which multiple competitions take place. The competition season (including planning and execution) occurs from September to May. The Committee and Events Coordinator provides administrative support for two committees with approximately 10 members in each. The Committees are responsible for the design and execution of the skills competitions, identifying the equipment and supplies required to facilitate them and the ultimate judging and awarding of winners. One committee is devoted to Heating Systems competitions and the other is devoted to Refrigeration & Air Conditioning competitions.The role reports to the Workforce Development Manager at HRAI with the option to work from home or the office. This position is seasonal with 5-20 hours per week from September to December, and 15-35 hours per week from January to May depending on the number of competitions that year.Duties and Responsibilities Providing administrative and development support to the committees in the creation and maintenance of competition-related documents and their electronic curation. Supporting the committees such that competition development milestones are accomplished efficiently and to established timelines. Scheduling and attending virtual committee meetings, composing notices, preparing, and distributing agendas and meeting minutes. Providing regular project reports to the HRAI supervisor and the committees. Managing email correspondence and follow-up items. Initiating and monitoring the solicitation of in-kind and donated equipment and supplies and arranging for sponsor recognition as per HRAI’s sponsor recognition program. Liaising with competition event organizers, equipment suppliers, and other stakeholders to oversee such items as competitor names and attendance numbers are communicated, sponsorship recognitions are managed, and materials are shipped to event locations.  Initiating communications and liaising with educational institutions to recruit competitors, monitor and confirm final numbers. Recruiting and scheduling competition resources (e.g., volunteer judges, committee members). Arranging and monitoring the shipping and storage logistics associated with competition equipment and supplies both to and from competitions. Arranging for the printing and gathering of all competition-related documents, marketing materials and grab bags and ensuring they are onsite on competition days for use/distribution. Attending all competition-related days to provide administrative support and to set up and maintain the competition booth tables. Maintaining an up-to-date inventory of all competition-related equipment and supplies in consultation with the committees. Overseeing marketing requirements related to the committees and competitions. Participating in the recruitment of committee members. Other duties as assigned.Qualifications Post-secondary degree or diploma in Business Administration, Event Planning or equivalent experience. Three (3) years of experience in an Administrator, Events Coordinator or relevant role. Preferably experience working with committees. Strong meeting planning and minute taking skills. Excellent interpersonal, problem-solving and judgement skills. Patient and able to work with changing priorities and some ambiguity. Ability to organize multiple tasks, follow project plans and execute deadlines. Strong computer literacy skills in MS Office (Word, Excel, PowerPoint, Outlook) and Zoom. Highly service oriented. Available to attend both day and occasional evening meetings. Experience in soliciting and monitoring donations is an asset. Working with HRAIOur cohesive team is service-oriented, transparent, and passionate about meeting our member needs. We believe in an open, honest, results-oriented business approach. Our team is also learning oriented, open to change, and enjoys the variety in the work that we do. We strive to build a team that reflects the diversity of the community we work in and encourage applications from traditionally underrepresented groups such as women, visible minorities, Indigenous peoples, people identifying as LGBTQ2SI, veterans, and people with disabilities. 

Job ID: 44362293434

HRAI