Project Coordinator, Public Engagement - 16 Month Contract

Perimeter Institute offers a dynamic work culture fueled by ideas and collaboration. The centre hosts a diverse research community, including some of today’s pre-eminent theoretical physicists, PhD and Masters-level trainees, and the world’s largest group of independent postdoctoral fellows in the field, all supported by a small group of hard-working administrative staff. 

We are seeking a highly organized and enthusiastic individual to join our team in a role dedicated to Perimeter’s 25th anniversary celebrations. This exciting position will involve supporting events, activities, and new initiatives leading up to and throughout the anniversary. Under the direction of the Specialist, Public Engagement, the Project Coordinator, Public Engagement will assist in planning and executing a wide range of dynamic events and programs, ensuring all aspects run smoothly.  

All efforts will support the celebration of Perimeter's 25 years of global contributions to breakthroughs in the field of theoretical physics. If you are passionate about event planning and eager to contribute to a landmark celebration, we encourage you to apply.

This position is being offered as a 16-month contract. Contract opportunities at Perimeter offer competitive compensation, paid vacation, and health insurance. 

Core Duties and Responsibilities

Event Logistics and On-Site Support

Assist with the planning process and execution of in-person events and activities related to Perimeter’s anniversary year, including but not limited to:

• Provide on-site logistical support during events by assisting with setup, directing attendees, and coordinating with venue staff to ensure smooth execution.
• Assist with researching potential speakers, venues, event supplies and compiling timelines for event execution.
• Support sponsorship opportunities by gathering contact information, organizing package details, and assisting in the preparation of sponsorship proposals.
• Source materials and acquiring of items for open house formats (Doors Open, Lumen, Public Lecture series) and other programming dedicated to the anniversary.

Stakeholder and Vendor Communication

• Respond to inquiries with professionalism and tact in a timely manner, upholding the ethos of Perimeter in liaising with key stakeholders and members of the public.
• Engage in face-to-face interactions with Perimeter partners, both on-site at Perimeter and off-site during anniversary activities.
• Assist with contracts by coordinating with external vendors and internal service providers to collect quotes and arrange delivery/pick-up schedules for anniversary supplies.
• Correspond with event participants by drafting emails, updating registration spreadsheets, and responding to inquiries regarding event operations.

Event, Materials & Information Tracking

• Maintain a centralized location for anniversary project documents including communication plans, event schedules, budget reports, vendor contracts, marketing materials, guest lists, timelines, task assignments, feedback forms, and logistical details.
• Support anniversary volunteer coordination by assisting with scheduling, organizing training materials, and providing administrative support during information sessions.
• Contribute to post-event evaluation by distributing and collecting feedback survey responses, scheduling feedback sessions, organizing results and helping to review information to identify outcomes and areas for improvement in future events.
• Assist in organizing marketing materials by maintaining inventory records of resources, merchandise, giveaway items, and coordinating distribution to relevant teams, and tracking usage for replenishment purposes.
• Input anniversary event attendance data, volunteer participation, and expenditures into designated databases for tracking and reporting purposes.

Education, Knowledge, and Abilities Required

• Postsecondary education in a related field such as business, event planning, public relations or equivalent working experience is required
• Previous experience in coordinating event logistics
• Previous experience in tracking budget expenditures
• Demonstrated achievements in supporting events for general public
• Understanding of research/academic institutions is an asset
• Demonstrated success working with staff, volunteers, vendors and other stakeholders 
• Demonstrated achievements in project management, coordinating timelines
• Proactive, independent and highly organized
• Highly professional and diplomatic communication skills
• Ability to work under pressure 
• Ability to multitask

Please submit your resume indicating experience and relevant qualifications before June 24, 2024 in order to ensure full consideration of your application. The posting will remain live until the position is filled. We thank all applicants in advance for their interest in support of Perimeter Institute but will only be connecting with select individuals.

Perimeter Institute is committed to diversity within its community and especially welcomes applications from racialized persons, women, Indigenous/Aboriginal People of North America, persons with disabilities, LGBTQ2S+ persons, and others who may contribute to the further diversification of ideas.

Perimeter Institute provides support throughout the application process for applicants with disabilities. We work with you to understand the impact of your disability to appropriately accommodate you during the application/interview process. Please contact [email protected] for assistance.