Events Operations Coordinator

ICAO•Montreal, QC

2d•CA$3,991 - CA$5,172•Onsite

About The Position

The International Civil Aviation Organization (ICAO) is seeking an Events Operations Coordinator to ensure the smooth operational delivery of its events. This role, part of the Business Development Unit (BDU) within the Revenue and Product Management (RPM) Section, involves coordinating the implementation of Standard Operating Procedures (SOPs), supporting administrative and contractual processes, and ensuring effective communication among internal and external stakeholders. The position requires flexibility to work weekends and evenings as part of a staggered work week and involves collaboration with bureau staff and the Event Operation Manager.

Requirements

College of General and Vocational Education (CEGEP) diploma or equivalent is required.
A minimum of six (6) years of progressively responsible experience in event operations, administrative coordination, or project support roles, preferably within an international organization or public-sector environment.
Strong knowledge of Microsoft Office Suite (Word, Excel, PowerPoint) and SharePoint.
Experience as a problem-solver in a fast-paced, multicultural, and dynamic environment.
Ability to manage multiple tasks and deadlines.
Fluent reading, writing and speaking abilities in English.

Nice To Haves

Supplementary training in office administration, business management, or event coordination.
Experience with contract administration and coordination of standard operating procedures or standardized processes.
Familiarity with UN administrative, procurement, and financial frameworks.
Tech-savvy, ability to navigate in a digital environment.
A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish).

Responsibilities

Provide venue and logistics support to the Event Operation Manager for revenue generating events, including managing event plans, timelines, and checklists in accordance with SOPs.
Ensure project plans are executed on time and within budget in collaboration with the Event Operation Manager.
Support overseeing and managing third-party suppliers onsite, as required.
Assist in the development of contingency plans for emergencies.
Oversee the integration of marketing to the sales team for event collaboration.
In collaboration with the Events Support Coordinator, manage the ICAO Events Calendar providing latest information of events.
Coordinate, monitor, and maintain Standard Operating Procedures (SoPs) for revenue generating events, ensuring consistency and compliance.
Monitor the implementation of established procedures, identify process gaps, and recommend improvements.
Ensure all operational aspects of events align with ICAO’s event delivery standards and organizational objectives.
Implement administrative coordination and contract management, ensuring compliance with MoUs, partnership arrangements, supplier contracts, and LTAs.
Ensure compliance with ICAO procurement and financial rules when applying elements of agreements and contracts.
Reconcile financial contractual elements by reporting delivery of products and services for an event.
Maintain accurate records and tracking tools for all contractual and partnership-related documentation.
Coordinate and report stakeholder information, maintaining up-to-date operational documentation and schedules.
Ensure timely and accurate communication and information sharing among stakeholders.
Prepare operational summaries, reports, and updates for internal and external distribution.
Provide administrative support and logistical support to other event-related activities within the BDU team and the RPM Section as required.
Perform any other duties as assigned by the Supervisor or the Head, BDU.