Seminar & Events Coordinator - The Insurance Institute of Southern Alberta

Department:    The Insurance Institute of Southern Alberta (IISA)            

Reports to:      Manager, IISA

Hours:              8:00 a.m. – 4:30 p.m. (with occasional evening and weekends)

Job Summary:    The successful candidate is responsible for the complete process of offering educational seminars and industry networking events.  Our Academic and CIP Society seminars offer both the introductory and the more advanced view of issues in our industry. Networking events includes bowling tournament, cocktail events and annual convocation. With support and assistance of the manager and several volunteer committees, this individual will plan, coordinate, implement and analyze the events. Working as part of a small team allows this role other opportunities to contribute to the success of this not-for-profit educational association.

DUTIES & RESPONSIBILITIES

Annual Convocation

• Work with the Events Committee
• Book and manage venue and details
• Promote the event
• Graduates: Create a positive graduate experience including invitation and correspondence
• Coordinate the registration process, issue e-tickets and seating plan
• Order plaques for Awards
• Manage the day of the event
• Coordinate trade show vendors

Seminars & Webinars

• Organize and support seminar committee meetings with their requirements
• Coordinate with seminar speakers to finalize details, including topics, contents, contracts, etc.
• Submit seminar accreditation with provincial regulatory bodies
• Create seminar products on Institute’s platform
• Build and send marketing emails and make social media posts
• Process seminar registrations and issue certificates to qualified attendees
• Host seminars/webinars via Zoom or In-person sessions
• Create/process receipts/invoices and conduct follow-ups
• Exhibit professionalism and represent the high Institute brand standard
• Provide efficient, friendly, and courteous service to both internal and external stakeholders, including members, other departments, and the general public

CIP Society Events

• Work with Events Committee to develop networking events
• Plan, promote and implement annual networking events
• Attend monthly Events Committee meeting
• Plan, promote & organize the annual Symposium with the committee
• Coordinate with venues to finalize event details, including date, fee, setup, payments, etc
• Build long-lasting relationship with internal and external stakeholders, including sponsors, industry leaders, government bodies, etc
• Coordinate Annual AGM & Council meetings, including minute taking

General

• Create all the products in Aptify
• Support Education Coordinator
• General administrative related functions
• Support the exam team and exam proctors, including weekends as required (maximum 6 weekends a year)
• Additional duties as assigned by management

SKILLS & QUALIFICATIONS

• High level of focus and attention to detail
• Effective communication and interpersonal skills both verbally and in writing
• Exceptional customer service skills
• Strong project planning skills
• Ability to perform effectively under tight deadlines with multiple priorities
• Enjoy working in a busy environment
• Basic accounting knowledge
• Proficient with Microsoft Office (Outlook, Word, Excel and PowerPoint, and MS office 365)
• Able to quickly learn new computer applications and platforms (e.g., Zoom, MS Teams, etc.)
• Exercise good judgment and problem-solving skills
• Collaborative team player with the ability to work independently
• A belief in the value of ongoing learning and professional development is required
• Events planning experience would be an asset
• CIP designation or currently enrolled in the CIP program would be an asset

Employment Arrangement

This is a hybrid employment mode with 8 days per month working in-person in the office and the remaining days working from home.

To Apply: Qualified applicants please submit a resume and cover letter to careers@insuranceinstitute.ca prior to June 24, 2024.

The Insurance Institute welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process. We thank you for your interest, however, only those candidates selected for an interview will be contacted.