Ottawa Event and Office Coordinator

Location: Ottawa, Ontario

Reports to: Director of Events, Cardus

Supervises: None

Who We Are

Cardus is a non-partisan think tank dedicated to clarifying and strengthening, through research and dialogue, the ways in which society’s institutions can work together for the common good.

Drawing on 2,000 years of Christian social thought, we bring credible public research to bear on concrete needs. We place particular emphasis on the role of civil society, which is composed of the mediating institutions that lie between the individual and the state, such as the family, the school, labour unions, and faith congregations.

Cardus is strongly team-oriented and entrepreneurial, with a culture that emphasizes hospitality, hopefulness, creativity, and constructive discussion. Our staff are skilled and knowledgeable people who love working together to further the Cardus mission.

Learn more at www.cardus.ca.

Who We Are Looking For

You are organized, resourceful, technologically capable, and passionate about creating excellent experiences for guests. You take ownership of details, anticipate needs, and follow through. You can serve as a warm and professional public face for Cardus while coordinating schedules, suppliers, technology, communications, and event logistics. You exercise sound judgment, are comfortable solving problems independently, and remain calm and effective under pressure. You are excited to help make our Ottawa office “Canada’s Living Room”: a welcoming, well-cared-for place for thoughtful conversation, connection, and hospitality.

Key Responsibilities

• Coordinate Ottawa events from planning through completion, including program and logistical planning, event scripts, registration, invitations, guest communications, set up, delivery, teardown, and follow-up.
• Serve as the on-site point person and public face for Cardus Ottawa and provide support for events at other locations as directed.
• Supervise event technology, audiovisual capture, photography, and IT needs; arrange specialist assistance as required, and train guest hosts on equipment.
• Maintain accurate event budgets, event portfolios, calendars, room bookings, registrant lists, and information across all systems.
• Coordinate vendors, external contractors, hospitality, room setup, food and beverage service, and applicable permits and purchases, for events.
• Communicate proactively with Cardus colleagues about event objectives, details, risks, and changes, troubleshooting issues as they arise.
• Oversee the daily readiness and smooth operation of the Ottawa office, including opening and closing, building liaison, supplies, deliveries, routine upkeep, inventories, and hospitality.
• Provide first-line troubleshooting for office and meeting technology, including printers, wireless presentation systems, video meetings, and streaming tools.
• Assist with reimbursements, tracking event and marketing materials, and other administrative duties as required.

Key Attributes

• Strong organization, time-management, and event-coordination skills, with exceptional attention to detail and the ability to manage competing priorities.
• Professional, hospitable interpersonal style and excellent written and verbal communication skills.
• Ability to work well under pressure, respond flexibly to changing circumstances, and solve problems calmly during live events.
• Strong technological skills, including comfort with event-management platforms, such as Eventbrite and HubSpot, office software, audiovisual equipment, video conferencing, and streaming technology; ability to learn new systems quickly.
• Demonstrated initiative, reliable follow-through, practical judgment, and an ability to collaborate across teams and with external partners.
• A valid Ontario G2 driver’s licence is required.
• Ability to perform sustained, moderate to intense physical activity during events, including prolonged standing, room setup and teardown, and handling heavy event supplies and equipment (accommodation available in accordance with applicable law).

Hours, Location, and Salary

This position is full-time (40 hours/week) and works at our beautiful office located downtown Ottawa. Some travel (approximately fifteen days) is required. Salary range: $55,000 - $70,000.

Language(s)

English essential. English-French bilingualism is a significant asset.

How to Apply

Please prepare a cover letter that describes your commitment to the mission of Cardus and how you meet the qualifications we are seeking. Combine your cover letter and resume/CV into one file and upload it here.

Cardus is committed to providing accommodation through the recruitment process for applicants with disabilities. Applicants who require accommodation are invited to advise us, and Cardus will consult with the applicant to provide or arrange suitable accommodation.

We will review applications as they are received, and the position will be posted until filled. We look forward to hearing from you.