Events Coordinator - Canada Summer Jobs (16 Week Contract)

About HIEC

Halton Industry Education Council (HIEC) is an innovative not-for-profit social enterprise focused on partnerships, mentorship, and workforce development in Ontario. With over 30 years of experience as an active, community-focused organization, HIEC aims to enhance career education and inspire youth to make informed career decisions.

Through impactful programs such as Ontario Career Lab and ApprenticeSearch.com, HIEC works with schools, volunteers, employers, and community partners to create meaningful pathways between education and employment.

We offer a team environment that encourages innovative ideas, collaboration, initiative, and an entrepreneurial spirit.

Position Description

We’re looking for an organized, energetic, outgoing, and dependable Events Coordinator to join our team this summer through the Canada Summer Jobs program.

Working closely with the Events and Marketing Specialist, this role supports HIEC’s participation in conferences, trade shows, outreach initiatives, stakeholder events, and internal activities. You’ll help ensure our organization is prepared, professional, and ready to make a strong impression at every event.

This position combines event logistics, materials preparation, coordination, administrative support, and opportunities to attend events, engage with stakeholders, and represent HIEC in the community.

You may also support special projects and summer initiatives that enhance HIEC’s visibility, partnerships, and event presence.

This role is ideal for someone who enjoys staying organized, working in a fast-paced environment, contributing ideas, and gaining hands-on experience in events, communications, and community engagement.

While this position is currently structured as a temporary Canada Summer Jobs placement, there may be potential for extension beyond the initial term based on performance, organizational priorities, and future funding opportunities.

This position is funded through the Canada Summer Jobs program. Candidates must:

• Be between 15 and 30 years of age at the start of the funded position.

• Be a Canadian Citizen, permanent resident, or someone to whom Refugee Status has been granted/conferred.

• Have a valid Social Insurance Number (SIN).

• Be available to work the required full-time contract hours for the duration of the placement.

Key Responsibilities:

• Coordinate HIEC participation in conferences, trade shows, career fairs, meetings, and outreach events

• Communicate with event organizers regarding schedules, registrations, booth requirements, setup instructions, and logistics

• Prepare event timelines, checklists, schedules, and internal briefing materials

• Assist with staff scheduling, travel bookings, and attendance coordination for events

• Prepare booth kits, banners, signage, promotional materials, handouts, and branded resources

• Maintain inventory of event supplies, giveaway items, and display materials

• Attend select conferences, trade shows, career fairs, and community events as a representative of HIEC

• Support booth engagement and speak with students, educators, employers, partners, and the public about HIEC programs and services

• Assist with setup, breakdown, guest support, and on-site event coordination

• Gather contacts, insights, and partnership opportunities for follow-up

• Support special projects and summer initiatives related to events, outreach, and organizational priorities

• Provide general administrative support to the Communications and Events team

• Complete other duties as assigned from time to time in support of organizational priorities

Qualifications to succeed:

• Relevant post-secondary education in event management, communications, business administration, marketing, public relations, or a related field is considered an asset

• Equivalent combinations of education, training, experience, and transferable skills will be considered

• Previous experience in events, hospitality, customer service, retail, student leadership, administration, or community engagement is an asset

• Strong organizational skills with excellent attention to detail

• Strong written and verbal communication skills

• Comfortable speaking with the public and representing an organization professionally

• Ability to manage multiple priorities and deadlines in a fast-paced environment

• Comfortable using Microsoft Office, Google Workspace, and general workplace technology

• Experience with Canva, spreadsheets, event platforms, or CRM systems is an asset

• Interest in or experience within the not-for-profit sector is considered an asset

Key Competencies:

• Demonstrates strong organizational skills and initiative in coordinating multiple priorities and event tasks simultaneously

• Applies strong attention to detail and accuracy when managing logistics, materials, schedules, and event information

• Communicates in a clear, professional, and audience-appropriate manner with internal and external stakeholders

• Works collaboratively and professionally with internal teams while contributing positively to shared goals

• Demonstrates confidence and professionalism when representing HIEC at events and stakeholder functions

• Takes a proactive and solutions-focused approach to identifying needs, resolving issues, and improving processes

• Adapts well in a dynamic environment with evolving priorities and project needs

• Shows enthusiasm for community impact, events, and relationship-building opportunities

Working Conditions:

• Typical working hours are Monday to Friday, with occasional flexibility required based on event or program needs

• This position may operate within a hybrid work environment, combining onsite work at HIEC’s Burlington office with event attendance and some remote work, subject to operational needs

• Some travel within Canada may be required

• Occasional early mornings, evenings, or longer days based on event schedules

• Light lifting of boxes, banners, and event materials may be required (up to 25 lbs)

• A valid driver’s licence and access to a vehicle are required

• A Vulnerable Sector Check is required

This is an excellent opportunity for someone seeking practical experience in volunteer engagement, administration, community programming, and project coordination. If you are a motivated individual with strong organizational skills and a commitment to supporting team success, we would love to hear from you.

We thank everyone who submits an application for their interest! This job opening represents an existing vacancy. Although our team is mighty, it's still small; only successful applicants will be contacted.

HIEC is committed to equity and creating a respectful and inclusive workplace culture that reflects the broad diversity of communities we work with. This includes people who identify as immigrants, refugees, women, Indigenous, Black, LGBTQ2S+ people of colour, and people with disabilities. Accommodations are available on request for qualified candidates during each stage of the recruitment process. Please note that candidates applying for Canadian job openings should be authorized to work in Canada.

As a condition of employment, HIEC requires individuals to be "fully vaccinated" (as defined by the Government of Ontario) against COVID-19 prior to commencing employment. Notwithstanding, HIEC will provide reasonable accommodation to any individual who is unable to comply with this vaccination requirement due to a disability or another ground protected by the Ontario 'Human Rights Code'. If you require such accommodation, please contact HR as soon as possible (905) 634-2575 ext. 107 or HR@hiec.on.ca