Project Coordinator for our Halifax Summit in 2022!

Like a great magician, a great event planner never allows guests to see the preparation leading up to an event. All guests should see is magic!

During a 9-month full-time contract position, the coordinator will plan and organize administrative details, tasks, and resources essential to successfully execute the National Black Canadians Summit in Halifax scheduled for March 2022. He/she will manage timelines, meet deadlines, manage suppliers’ relationships, communicate with community members, and collaborate with stakeholders as directed. The coordinator will serve as the bridge between the event in Halifax and the Michaëlle Jean Foundation’s office in Ottawa.

Fast-paced environment, with competing priorities

Irregular hours and overtime expected

Remote work. Successful candidate to provide own work location, computer and phone

Reasonable expenses to be reimbursed

Remuneration: $28 – $32 per hour

Start date: Monday, August 16, 2021

Job Duties & Responsibilities:

  • Attend Foundation’s staff meetings and assist in organizing and participating in various Summit working committees’ meetings
  • Document discussions and decisions of the Summit working groups
  • Assist with the implementation of decisions by the Summit working groups
  • Assist in addressing all inquiries and help with problem-solving
  • Build strong relationships with stakeholders, including Halifax Convention centre, AV suppliers, sponsors, volunteers, speakers and others
  • Proactively help identify risks and issues
  • Maintain the quality of data input into NBCS’s management system
  • Register event delegates and maintain up to date registration lists
  • Prepare and send thank you letters acknowledging partners, sponsors and presenters at the end of the Summit
  • Prepare and print delegate badges and delegate welcome kits
  • Prepare shipment of materials to event site and selects shipping company
  • Ensure all sponsor commitments and requirements (e.g. signage, logos, etc.) are met, assist in preparing sponsorship updates and provide reports
  • Track and update all event critical paths
  • Support communication as necessary with local supplies, hotels, government officials, Discover Halifax, etc
  • Communicate with event delegates and speakers about event details and information
  • Contribute to event promotion and marketing as required
  • Recruit and supervise volunteers to assist with registration, info desk, etc
  • Prepare event survey and tabulate the results
  • Work and collaborate with the co-chairs in Halifax who will also be a constant support system


  • A minimum of 2 years work related experience and preferably with a non-profit association
  • College certificate in hospitality or event management (or related education and experience)
  • Excellent organizational skills
  • Strong communications and problem-solving skills
  • A good command of English (French is a desirable asset)
  • A good knowledge of intricacies of the Nova Scotia’s government at all levels
  • A good understanding of the African Nova Scotian Communities
  • A great ability to network and nurture relationships
  • Serve as the bridge between partners in Halifax and the Foundation on a day-today- basis
  • A self-starter and self-motivated individual who work efficiently with minimal supervision

Supervisory Responsibilities:

  • Train and supervise volunteers

Application process details –> To apply, please forward a resume and cover letter to:

Deadline: Wednesday, July 27, 2021