Division: Corporate Services

City: Ottawa, ON

Type of position: Hybrid with office

Job Term: Permanent Full-time (35 hours per week)

Union/Non: Excluded

Competition: 24-18

The Professional Institute of the Public Service of Canada, a national union representing some 70,000 professionals and scientists throughout Canada, requires a Manager, Travel, Meeting and Events for its National Office in Ottawa.

PIPSC/IPFPC is committed to building an inclusive workplace where diversity of thought - and of people - are recognized, valued, and considered essential to achieving our goals and objectives. We are making concerted efforts to foster a workforce that is representative of our diverse membership. We strive to create a work environment that is welcoming to everyone regardless of their gender, age, religion, race, ethnicity, and nationality, particularly equity deserving groups, such as members of the IBPOC, 2SLGBTQIA+ communities, and people living with disabilities.

All qualified candidates will be considered; however, in support of achieving a diversified workforce we encourage applications for this opportunity from candidates belonging to one of the employment equity groups: Indigenous peoples (First Nations, Metis or Inuit), peoples of colour or persons with a disability. Consideration will be given to a qualified candidate who, at the time of application, voluntarily indicates being part of these groups.

What can I expect to do in this role?

Under the direction of the Director, Corporate Services, the Manager of Travel, Meetings and Events develops and leads the implementation of comprehensive travel, meetings and events policies and procedures in accordance with Institute goals and industry best practices. The position manages the administration, coordination and transactional review of all aspects of travel arrangements, including but not limited to travel, meetings and events, Institute on-site conference centers and meeting rooms, hotels, venues, food and beverage, AV, simultaneous interpretation, air, auto and rail in support of members and staff.

Primary responsibilities:

• Participate in the development and dissemination of internal Institute meetings/ travel/ accommodation policies, programs and processes in alignment with Institute goals and industry best practices.
• Manage and lead the Travel, Meetings and Events team, providing guidance, training, and performance feedback.
• Manage the coordination and oversight of the administration of meetings/travel/ accommodation policy and framework that generates cost savings, efficiencies while meeting member needs and fostering stakeholder collaboration.
• Manage the assessment, selection, and development of strategic suppliers to meet best cost and performance goals.
• Establish a strong network and fosters collaboration with suppliers, key stakeholders, and members and staff.
• Conducts research and benchmarks current market conditions/trends, developing technologies, stakeholder requirements and supply/demand challenges.
• Develop Request for Proposals (RFPs), completes analyses and evaluates proposals, selects, and recommends suppliers, writes awards, and manages resulting contracts.
• Develops commercial agreements with strategic suppliers to minimize total cost of ownership and maximize value to drive competitive advantage.
• Establishes Key Performance Indicators, maintains supplier performance database and report metrics.
• Ensure compliance with travel regulations, visa requirements, travel insurance, and health and safety guidelines.
• Provide guidance and support to members regarding travel and event-related inquiries, policies, and reimbursement processes.
• Collaborate with other departments, such as Member Services, Finance, HR, and executive management, to align travel, meetings, and events with organizational needs and objectives.
• Ensure a high level of service by promptly addressing and resolving any travel or event-related issues or complaints.
• Manage post-event evaluations and analysis to identify areas of improvement and implement changes as necessary.
• Assist in preparing documentation for the Board of Directors meetings and committees, including briefings; follows up on outstanding actions, as required.
• Ensure effective quality control and on-time delivery of all assigned projects and commitments.
• Participate in multi-disciplinary teams assigned to special projects and work collaboratively with other staff.
• May be requested to undertake other related duties on a periodic basis

Knowledge and Experience Requirements

Education / Experience:

• Post-secondary degree in business, hospitality management, or a related field
• Five (5) to eight (8) years of progressive experience specializing in Travel, Meetings & Event management, or
• An equivalent combination of education and experience.

Language requirement:

• Fluency in both official languages (French and English) is required

Skills and experience required:

• Minimum 5 (five) years experience managing a multidisciplinary team
• Knowledge of project management and coordination.
• Proven experience in travel management and event planning, including knowledge of industry trends, booking systems, and logistics coordination.
• Strong leadership and team management skills, with the ability to motivate and guide a team effectively.
• Excellent organizational and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
• Exceptional attention to detail and accuracy, ensuring compliance with travel, meetings, and events policies and regulations.
• Excellent communication and interpersonal skills, with the ability to build relationships and collaborate effectively with internal stakeholders and external vendors.
• Proficiency in travel management software, event planning tools, and online booking systems.
• Strong negotiation and contract management abilities, with experience in vendor selection and management.
• Knowledge of budgeting and financial management principles related to travel, meetings, and events.
• Demonstrated self-directed approach with an ability to organize, plan, prioritize, and execute at high-level.
• Ability to be resourceful and flexible to meet the needs of the organization and the demands of the position, balancing the planning and implementation of longer-term strategy and problem-solving day-to-day issues.
• Familiarity with risk management and duty of care practices in travel and event management is a plus.

Compensation Package

• Salary Range: $115,255 to $144,068 (G8)
• Group Benefits (Health, Dental, Life Insurance, Disability Insurance)
• Defined Benefits Benefits Pension Plan
• Vacation (4 weeks/year) and other generous paid leave
• Paid time off from December 27th to 31st

How to apply

You must apply by email to , by 4:00 pm (Est) March 26, 2024. ID competition # 24-18 in the subject line.

Kindly submit a cover letter and resume that align with the qualifications outlined in the job advertisement. Please ensure that your documents contain specific examples demonstrating how you have met the requirements of this position. We place significant importance on the information you supply in your application.

If you require a disability-related accommodation to facilitate your participation in the recruitment process, we kindly request that you get in touch with us to provide your contact details. Our Staffing team will promptly reach out to you within 48 hours. Please be assured that any information received in connection with accommodation requests will be kept confidential.

We are dedicated to fostering an inclusive, psychologically secure, harassment-free, and accessible work environment, starting with the recruitment process.

We thank all applicants for their interest. Please note that only candidates selected for an interview will be contacted.

Job Types: Full-time, Permanent

Salary: $115,255.00-$144,068.00 per year

Benefits:

• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• On-site parking
• Paid time off
• Vision care
• Wellness program

Schedule:

• Monday to Friday

Application question(s):

• Do you have experience in travel management and event planning, including knowledge of industry trends, booking systems, and logistics coordination?

Education:

• Bachelor's Degree (preferred)

Experience:

• Travel, Meetings & Event management,: 5 years (required)

Language:

• Bilingual French and English (required)

Work Location: Hybrid remote in Ottawa, ON K1G 3J8