Event Administrator (Operations and Support)
Event Services Department • Full-Time, Permanent • In-Office
Primary office: 610 Simpson Street, Thunder Bay, Ontario
Secondary office: 656 City Road, Fort William First Nation, Ontario
This posting is for an existing vacancy.
Posted May 15th, 2026. Applications are reviewed on a rolling basis.
About Ingaged
Ingaged Creative Productions Inc. is an Indigenous-owned event services and creative production company based in Thunder Bay, Ontario, with offices at 610 Simpson Street and on Fort William First Nation. We produce a wide range of events across multiple sectors, including corporate events, tradeshows, multi-day regional conferences, and large-scale Indigenous community gatherings and cultural events. Indigenous community work forms a significant portion of our portfolio.
Ingaged is an established company actively investing in the next stage of organizational growth, including formalizing compensation frameworks, performance pathways, and the governance structures that support a maturing team. We are looking for thoughtful, capable people who want to help build what comes next.
About the Role
The Event Administrator (Operations and Support) is responsible for the administrative systems, file hygiene, procurement coordination, registration infrastructure, and operational support that keep Ingaged's Event Services Department running accurately and efficiently, whether or not an event is actively underway.
The role sits at the intersection of department administration and event delivery. Between events, it maintains the systems, files, procurement records, and registration infrastructure the department depends on. During active events, it travels to support setup, registration, and on-site logistics, with primary responsibility for event readiness at travel-requiring events.
This is a foundational operations role with room to grow toward event delivery. The role offers paths into event leadership for someone who develops a genuine interest in owning event delivery, and it remains a meaningful career path on its own terms for someone whose strengths sit in organization, accuracy, and follow-through.
This is a role for someone who works accurately within established systems, notices when something is incomplete or at risk, follows through on open items without being reminded, and
communicates clearly with the team. Our work supports events with and for Indigenous communities, Survivors, and the wider range of partners and clients we serve. We are looking for someone who brings care, reliability, and attentiveness to every interaction.
What You'll Do
- Department Administration, File Hygiene, and Meeting Support - Triage the shared Event Services inbox, prepare and distribute meeting agendas and minutes, maintain active event files within the established file architecture, and collect and organize post-event receipts and financial documentation. Keep the department's internal systems organized, current, and accessible.
- Registration Systems and Delegate Support - Set up, maintain, and manage event registration systems for assigned events. Keep delegate records accurate and current, vet registration files before print, and support day-of registration including at travel-requiring events.
- Procurement and Print Coordination - Place and track supply orders, obtain quotes, reconcile deliveries, and maintain procurement records under department direction. Coordinate internal print and production orders for signage, programs, and delegate packages. Track costs against event and department budgets and flag overages early.
- Venue Coordination and Partner Support - Manage routine availability inquiries and date holds with partner venues. Gather venue service details and capacity information for the event teams and the department manager. Log venue communications consistently and route commitment-level matters appropriately.
- Event Readiness, Materials Preparation, and On-Site Support - Prepare decorations, table settings, registration materials, name tags, and delegate collateral for assigned events. Participate in on-site execution, including registration, wayfinding, and general event support. Identify and flag missing materials before they affect delivery.
- Post-Event Administration - Reconcile inventory after each event, document name tag counts and materials used, update presenter, vendor, and sponsor records, and support post-event reporting, survey deployment, and file closeout.
What We're Looking For
Required
- A Systems-Driven Disposition - The role requires accuracy within established systems, attention to detail, and follow-through on open items. The right person notices when something is incomplete, inconsistent, or at risk, and communicates about it before it becomes a problem.
- Technological Comfort Across Event Platforms - Comfort moving between event registration systems, relational databases, and spreadsheet tools in a single day, with the willingness to learn new platforms as they enter the department's stack.
- Google Workspace Proficiency - Comfort in Docs, Sheets, Drive, Calendar, and Gmail, or rapid willingness to develop it.
- AI Literacy - Working familiarity with large language models and AI-assisted tools, and the judgment to use them appropriately within professional and confidential contexts.
- Strong Written and Phone Communication - Clear and professional written correspondence under direction. Confident and accurate on the phone. Reliable message-taking and follow-up.
- Post-secondary education in Business Administration, Event Management, Communications, or a related field, or a demonstrated track record of equivalent professional experience
- Demonstrated experience managing multiple concurrent tasks, deadlines, and priorities in a fast-paced environment
- Experience with file management, document hygiene, version control, and organized record-keeping
- Experience coordinating orders, procurement, or production processes, including tracking timelines, following up with vendors, and reconciling deliveries against documentation
Considered an Asset
- Familiarity with event registration platforms, relational databases, or event management software
- Familiarity with email marketing platforms
- Familiarity with HRIS or timekeeping platforms
- Comfort with Microsoft 365
- Experience with order management and procurement tracking tools
- Experience working in or alongside a print, promotional products, or production environment
- Familiarity with Indigenous community contexts, organizations, or programming
Operational Requirements
- Valid G or G2 Ontario Driver's Licence and personal automobile insurance, with the ability and willingness to drive a company or rental vehicle. Thunder Bay's geography and the regional nature of much of our work make reliable mobility a practical necessity for this role.
- Ability to lift and move materials up to 40 lbs when required, particularly during event setup, on-site work, and breakdown.
- The willingness and ability to work in an open-office, collaborative environment.
- Flexibility for long days during peak event seasons, including evening, weekend, and occasional holiday work.
- A six (6) month probationary period applies to this role for benefits eligibility purposes. Comprehensive health, dental, and vision benefits begin upon successful probation completion.
- First Aid and CPR certification is considered an asset and may be required following probation. If required, training costs are supported by Ingaged.
- Overtime is compensated in accordance with the Ontario Employment Standards Act, 2000. Where elected by the employee, time off in lieu of overtime pay is available in accordance with statutory rates and the terms of the employment contract.
- Work performed on a public holiday is compensated in accordance with the Ontario Employment Standards Act, 2000.
- Other duties as assigned, consistent with the purpose of this role and the operational needs of the department.
What We Offer
- Location - 610 Simpson Street, Thunder Bay (primary), with secondary work at our Fort William First Nation office at 656 City Road.
- Starting Rate - $22.00 to $26.00 per hour, based on demonstrable administrative, procurement, registration, or event operations experience. Ingaged operates a documented performance framework with milestones tied to compensation increases. This posted rate reflects the starting position, with progression based on established framework criteria.
- Hours - 37.5 hours per week, Monday to Friday, 8:30 AM to 4:30 PM.
- Benefits - Comprehensive health, dental, and vision coverage following successful probation completion.
- Vacation - Two weeks per year, increasing to three weeks after five years of continuous service in accordance with the Ontario Employment Standards Act, 2000. Vacation pay is calculated and disbursed in accordance with the ESA.
- Time in Lieu - Available for approved evening, weekend, and event-period work, under the terms of the employment contract.
- Professional Development - Training, certification, and workshop opportunities are supported where aligned with role growth and department needs.
- Travel - Travel concentrates during active event periods, typically about six months of the year. Annualized travel averages approximately 30 to 40 percent of working time, with peaks of up to 70 percent during active event periods, including multi-day and overnight travel.
- High-Availability Months - October, November, February, and March are concentrated event-delivery periods. Full availability is required during these months unless approved in advance.
A Defined Growth Path - Ingaged operates a documented performance framework with milestones tied to compensation increases, applied consistently across the team.
Variety of Internal Opportunities - Ingaged is a small, growing company. People who join us with a coordinating mindset typically find themselves with exposure to a range of internal teams across the business and have meaningful input into how the company evolves.
A Diverse and Inclusive Workplace - The Ingaged team reflects a range of cultural backgrounds, perspectives, and lived experiences. Cultural respect, community relationships, and purpose-driven service are central to how we work.
Our Hiring Process
Our hiring process has three stages, followed by reference checks. Only candidates invited to participate in the next stage of the process will be contacted.
AI-assisted tools support the first-stage review of applications for role alignment. All applications are also reviewed by a member of our HR team. No applicant information is retained by the AI tooling. Final hiring decisions are made by people.
- Initial Interview - A conversation about your background, your interest in the role, and how you approach administrative and operational work.
- Practical Skills Assessment - A role-relevant exercise that gives us both real evidence of fit. This is a paid component of our hiring process.
- Closing One-on-One Interview - A final conversation to discuss fit, growth interests, and any open questions before reference checks.
How to Apply
Please submit your resume and a brief cover letter to the email address below, using the indicated subject line.
Send applications to: [email protected]
Subject line: LASTNAME, F - Event Administrator (Operations and Support)
Example: EDWARDS, J - Event Administrator (Operations and Support)
For questions about the role or the hiring process, please contact [email protected] with the subject line:
Questions - Event Administrator (Operations and Support)
Equity Statement
Ingaged Creative Productions Inc. is an Indigenous-owned company that primarily serves First Nations, Métis, and Inuit communities and partners. In accordance with Section 24(1)(a) of the Ontario Human Rights Code, preference may be given to qualified applicants who self-identify as First Nations, Métis, or Inuit. Self-identification is voluntary and at the applicant's discretion.
Ingaged is a diverse, inclusive, and equal opportunity employer. Our team reflects a wide range of cultural backgrounds, perspectives, and lived experiences, and we welcome applications from all qualified candidates. We are committed to a hiring process that is fair, transparent, and accessible. Applicants who require accommodation at any stage of the hiring process are encouraged to contact us in advance at [email protected].
Pay: $22.00-$26.00 per hour
Benefits:
- Dental care
- On-site parking
- Vision care
Work Location: In person
