About Us
The Greater Kitchener Waterloo Chamber of Commerce (GKWCC) provides strong, continued service to over 1500 members in one of Canada’s marquee pioneering and entrepreneurial business communities. For the past 140 years, dating back to the Chamber’s founding as the Berlin Board of Trade, we have expanded into one of the largest and most innovative Chambers in Canada by focusing on the needs of all our members, big and small. For more information, please visit GreaterKWChamber.com.
About the Role
The GKWCC is seeking an Event Lead to join our other Event Lead within the Events Team. Our Event Leads are responsible for managing and executing their own portfolio of events within the Chamber’s annual event calendar, supporting volunteer committees, and carrying out the day-to-day administrative functions of the Events Department. While each Event Lead has primary responsibility for specific events, they operate as equal members of a collaborative team, sharing accountability for the overall success of the department and the quality of the Chamber’s event experiences.
Event Leads are expected to actively support one another throughout the event lifecycle, including planning, problem-solving, event-day logistics, set-up, execution, and tear-down, as required. Successes and challenges are viewed through a departmental lens, with both Event Leads working together to ensure a consistently high standard of service, professionalism, and event delivery.
The Event Leads receive direct oversight from the Director, Community Engagement & Strategic Programs (hereby known as ‘Director’), who provides strategic direction, coaching, and oversight.
Department Operations
In addition to managing their assigned event portfolio, Event Leads contribute to the day-to-day operations, planning, reporting, and administration of the Events Department. They share responsibility for maintaining organized processes and supporting departmental goals.
- Provide Event & Committee Updates for monthly Board Reports.
- Maintain accurate and up-to-date project plans, timelines, and task lists within Asana to ensure visibility, accountability, and effective collaboration across the Events Team.
- Monitor event budgets and ensure final expenses, revenues, and reconciliations are completed accurately and in a timely manner following each event.
- Prepare monthly event performance reports, including recommendations and action plans to support continuous improvement and achievement of departmental goals.
- Proactively identify budget concerns, operational challenges, event risks, or other issues and communicate them to the Director, along with proposed solutions and recommendations.
- Collaborate with the Marketing Team to maintain the Events E-Blast Content Calendar, providing content, revisions, approvals, and event-related updates as required.
- Prepare and submit event-related content for Chamber communications and publications, including “Mark Your Calendars” and “Event Highlights”, and other materials as required.
- Participate in and contribute to regular Marketing/Events Team meetings to support cross-departmental communication, alignment, and project coordination.
- Support Chamber Young Professionals (CYP) marketing initiatives through content development, social media planning, blog contributions, and execution of assigned deliverables.
- Draft press releases, media advisories, and other communications materials as directed.
- Provide support for departmental initiatives and special projects, as assigned by the Director.
Event Planning & Execution
Coordinate and execute high quality events. Each Event Lead is assigned their own portfolio of events however, all events are a collective team effort. Both Event Leads support one another throughout the planning, promotion, execution, and evaluation of all events, including event-day set-up, registration, logistics, tear-down, and guest experience.
- Execute virtual, hybrid, and/or live events.
- Secure venues and coordinate all event logistics, including venue requirements, room layouts, technology, accessibility considerations, and virtual event platforms.
- Coordinate keynote speakers, panelists, moderators, and other presenters, providing event details, timelines, and content guidance as required.
- Develop event agendas, run-of-shows, briefing documents, and event scripts.
- Develop promotional materials and ensure event information, registration details, and website content remain accurate and up to date.
- Liaise with vendors and suppliers required for successful event execution, including production, décor, catering, entertainment, and other event-related partners.
- Review contracts, negotiate services where appropriate, and confirm event requirements with vendors and suppliers.
- Welcome and support attendees, sponsors, dignitaries, VIPs, speakers, exhibitors, volunteers, and other stakeholders throughout the event experience.
- Prepare and distribute pre-event, event-day, and post-event communications to attendees, speakers, sponsors, exhibitors, and other stakeholders.
- Prioritize the health, safety, and well-being of guests, volunteers, staff, and vendors.
- Complete post-event evaluations, wrap-up reports, debriefs, and thank-you communications.
- Submit invoices and supporting documentation for processing in a timely manner.
Sales & Sponsorship
Work collaboratively with the Sales and Sponsorship Teams to maximize event revenue, strengthen member engagement, and deliver value to sponsors and partners.
- Build and maintain relationships with event attendees, sponsors, partners, and members to support lead generation and business development opportunities.
- Identify new sponsorship opportunities within existing and future events.
- Recommend new ways to engage, showcase, and support Chamber members through event programming.
- Support event registration and ticket sales efforts among current and prospective members.
- Conduct membership retention and relationship-building outreach as assigned.
Volunteer Committees
Support and guide volunteer committees that contribute to the planning and execution of Chamber events.
- Schedule, attend, and facilitate committee meetings.
- Prepare meeting agendas, minutes, and supporting materials.
- Respond to committee inquiries and maintain regular communication with volunteers between meetings.
- Recruit, onboard, engage, and retain committee volunteers.
- Review and update committee mandates, guidelines, and policies annually.
- Ensure committee members receive, understand, and adhere to applicable policies and expectations.
- Support volunteer recognition and appreciation initiatives.
Administrative Tasks
Contribute to the efficient operation of the Events Department through timely communication, organization, and administrative support.
- Respond to event-related email and telephone inquiries in a timely and professional manner.
- Maintain and update internal event calendars and planning documents.
- Update event tracking tools, project management systems, budgets, and departmental records as required.
- Maintain accurate event files, records, and documentation.
- Support departmental projects, initiatives, and operational priorities as assigned.
Other Duties as Assigned – As you would expect, the Event Industry is unpredictable and requires you to adapt to many different situations at a moment’s notice. As such, there are always “other duties” that come up unexpectedly that you should be prepared for.
About You
- Top-notch organization: You love lists, colour coding, and calendar invites. You can meet deadlines and achieve outcomes even when there are numerous other priorities and distractions. You’re extremely attentive, thorough, adaptable, and focus on the little details.
- Experience in a fast-paced environment: You are willing to tackle projects independently and push through until the job is done. You’re an exceptional multi-tasker, and a self-starter with the ability to take initiative and ownership of your responsibilities.
- Excellent communicator: You keep everyone informed and can do so efficiently, effectively, and professionally – in written and verbal. You’re also empathetic and enthusiastic and feel comfortable socializing with people you may not know. You’re excited at the opportunity to expand your network and build relationships within the community.
- Thrive under pressure: You stay calm, approachable, and in control during stressful situations, by focusing on the solution, not the problem. As this is a customer-facing role you may face some negative feedback and criticisms.
- Leader, not a follower: You’re innovative and think outside the box. You enjoy pushing the limit (creatively), and set trends, not just follow them.
- Tech Savvy: You are comfortable adapting to new forms of technology and using various platforms (social media, video communications, virtual events, etc.). You are also proficient in Microsoft Office.
- Support Local: You make regular trips to the corner bakery, participate in #KWAwesome community groups on social media, and generally enjoy supporting Waterloo Region business owners.
- Helpful, but not required: Experience in photography, videography, video editing, live productions, graphic design, project management, and/or public speaking.
If this sounds like you, or what you’re striving to obtain, then please apply. We look forward to learning more about you and what you could bring to this role.
Application Process
To Apply: Please send your application to Carolyn Marsh, Director, Community Engagement & Strategic Programs at cmarsh(at)greaterkwchamber.com. When applying, please provide a resume, and either a cover letter or 60-second self-introduction video.
Next Steps: We thank all those who apply, however, only those candidates who are selected to move forward in the application process will be contacted. The posting will remain open until the position is filled. The start date for the successful candidate is flexible, but preferably they will start in early August 2026.
The Specifics
Position Type: Full time, Permanent.
Hours of Work: Monday – Friday, 8:30am – 4:30pm, with a 30-minute unpaid lunch for a total of 37.5 hours each week. Evenings/early mornings will be required, based on event schedule. Although extremely rare, some weekend coverage for events may also be required.
Travel: Hybrid work environment, with minimum 2 days per week in-office (80 Queen St. N., Kitchener), with additional travel required around Waterloo Region to event venues and/or scheduled pick-ups and deliveries of supplies and donations from partners. Mileage will be reimbursed for work-related activities, but this role requires a valid driver’s license and access to a reliable vehicle.
Compensation: $42,000 - $46,000 annually, plus benefits. Compensation within this range will be based on experience & qualifications.
Benefits:
- Healthcare including dental and vision plan, as well as an EAP program, which all starts 3 months into employment
- RRSP matching, which starts 3 months into employment
- 2 weeks’ vacation + stat holidays + lieu time for hours earned for events
- Monthly mental wellness half-day Friday (subject to change)
- Hybrid work model
- Professional Development opportunities
- Parking included
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The Greater Kitchener Waterloo Chamber of Commerce believes that everyone is free to be their true self and receive the same respect and opportunity, regardless of ethnicity, gender, culture, identity, sexual orientation, age, beliefs, language, or disability. We have an inclusive work environment that is a safe and welcoming space for all and we encourage applications from all qualified candidates. If you require accommodation at any time during the recruitment process, please email cmarsh(at)greaterkwchamber.com.
Job Types: Full-time, Permanent
Pay: $42,000.00-$46,000.00 per year
Benefits:
- Company events
- Dental care
- Employee assistance program
- Extended health care
- Vision care
Application question(s):
- This role requires you to work in-office (located in Kitchener, Ontario) a minimum of 2 days per week, in addition to any in-person events. Are you able to accommodate this Hybrid Work Structure?
Licence/Certification:
- driver's license and access to a reliable vehicle? (required)
Work Location: Hybrid remote in Kitchener, ON N2H 2H3
