Travel & Events Coordinator

Waterloo - Canada

Monthly Salary: Not Disclosed

Posted on: Yesterday

Vacancies: 1 Vacancy

Job Summary

New Apostolic Church

Location: Hybrid (in-office preferred)

Reports to: Finance Manager

Department: Executive Team

Travel: Occasional national travel required

Position Overview

The Travel & Events Coordinator is responsible for overseeing all logistics for national and regional church events across Canada including conferences meetings worship gatherings and special celebrations. This role manages travel arrangements venue bookings transportation accommodations meals and event registration.

The ideal candidate is highly organized experienced in event and travel logistics and able to work independently while collaborating closely with the Executive Team. This role requires strong problem-solving skills the ability to respond quickly when issues arise during events and a commitment to providing an outstanding guest experience.

Key Responsibilities

Event Planning & Logistics

Plan and execute all aspects of national and regional church events across Canada.
Source negotiate and book venues catering accommodations transportation (buses shuttles flights) and equipment rentals.
Manage vendor contracts ensuring cost-effectiveness and compliance with approved budgets.
Utilize negotiation skills when dealing with a variety of vendors including hotels to ensure best pricing.
Coordinate logistics for guest speakers including scheduling and hospitality.
Oversee event setup on-site operations coordination with volunteers and teardown.

Travel Coordination

Arrange travel for ministers staff volunteers guest speakers and event participants.
Secure accommodations meals transportation and any special travel requirements.
Provide clear and detailed itineraries to all travelers in advance.
Serve as the weekend on-call contact during events for urgent travel issues (e.g. delays cancellations rerouting).
Ensure proper reconciliation of credit card statements.
Organize and track travel credits across various merchants and retailers.

Registration & Communication

Develop and manage event registration systems online forms and payment processing.
Act as the primary contact for all travel- and logistics-related inquiries responding professionally and promptly.
Communicate event details logistics and updates to registrants in a timely manner.
Coordinate on-site registration check-in and attendee flow.

Collaboration & Administration

Work closely with church leadership committees and the Executive Team to ensure event goals and expectations are met.
Develop and manage event budgets in collaboration with finance staff.
Maintain an organized database of venues transportation providers and vendors across Canada.
Generate post-event reports including attendance participant feedback and financial summaries.
Make recommendations to leadership regarding potential travel software or tools to improve efficiency.

Qualifications

Education & Experience

College Diploma in Travel Management Events Management Hospitality or a related field.
Minimum 5 years of experience coordinating events corporate travel or travel logistics.
Demonstrated experience with contract negotiation vendor management and budgeting.

Skills & Competencies

Strong knowledge of the events and hospitality industry ideally with established vendor and venue contacts.
Excellent organizational skills with the ability to manage multiple events and deadlines simultaneously.
Proficiency with event registration platforms forms and online systems.
Strong interpersonal and communication skills both written and verbal.
Ability to work independently while collaborating effectively with staff ministers volunteers and external partners.
Exceptional attention to detail and a commitment to delivering a positive guest experience.
Ability to remain calm and responsive during urgent or time-sensitive travel situations.

Other Requirements

Willingness to travel within Canada as needed for event planning and execution.
Flexibility to work occasional evenings and weekends including on-call availability during events.
Commitment to the mission values and culture of the church community.

Compensation & Benefits

100% employer-paid benefits.
Mandatory retirement plan available after one year of employment (4% employer match).
Paid personal days
Competitive vacation entitlement
Hybrid work arrangement with a preference for in-office presence.

New Apostolic Church Canada is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on citizenship age family status race sex (including pregnancy) creed sexual orientation gender identity gender expression place of origin disability or any other protected characteristic as outlined by the Ontario Human Rights Code.

New Apostolic Church Canada welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process. If you require a disability related accommodation during the application process under the Accessibility for Ontarians with Disabilities Act (AODA) please reach out to the job poster.

This position is considered a position of trust due to potential interaction with seniors and children and as such a background check will be required of the successful candidate.

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New Apostolic ChurchLocation: Hybrid (in-office preferred) Reports to: Finance Manager Department: Executive Team Travel: Occasional national travel requiredPosition OverviewThe Travel & Events Coordinator is responsible for overseeing all logistics for national and regional church events across Can...