Event Administrator (Operations and Support)

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

Posted May 20th, 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 professional, forward-looking people who want to be part of that work.

About the Role

The Event Administrator (Operations and Support) is the administrative and operational backbone of the Event Services Department, responsible for the systems, coordination workflows, file maintenance, procurement support, registration infrastructure, and standing administrative functions that keep Event Services operating accurately and efficiently.

This is a digital-first, travel-capable operational support role that works across active events, department administration, and internal coordination systems. The role supports both day-to-day departmental operations and event delivery by maintaining organized workflows, accurate records, responsive communication routing, and operational follow-through.

The Event Administrator (Operations and Support) owns and supports a range of core coordination functions, including shared inbox monitoring, registration system administration, procurement and print coordination, venue inquiry administration, meeting coordination, and post-event administrative closeout.

This role works closely with Event Leads, Event Operations Coordinators, and the Event Services Manager to support operational continuity across the department. While the role does not hold managerial or Event Lead authority, it plays a critical support function within the event delivery process and contributes to the overall readiness and organization of Event Services operations.

The ideal candidate is highly organized, detail-oriented, adaptable, and comfortable working in fast-moving environments where priorities may shift based on operational requirements. This role is designed as a development pathway toward event-side leadership or marketing-side depth, depending on your strengths and interests.

What You’ll Do

Shared Inbox Management and Communication Routing – Monitor and triage the shared Event Services inbox daily, ensuring inquiries are acknowledged, routed appropriately, and tracked through completion. Coordinate with Event Leads, Coordinators, and department support roles to maintain visible communication handoff and operational follow-through.

Registration Systems and Event Administration – Set up, maintain, and manage registration systems for assigned events, including attendee tracking, registration updates, reporting support, survey readiness preparation, and post-event administrative closeout. Maintain accurate event records, documentation, and file organization across active projects.

Procurement, Printing, and Operational Coordination – Coordinate internal print and production requests for event materials, signage, delegate packages, and event collateral. Place and track supply orders under Event Services Manager direction and maintain procurement records, inventory documentation, and reconciliation support.

Venue Inquiry and Scheduling Administration – Support venue availability inquiries, date holds, and administrative coordination with partner venues under Event Services Manager direction. Maintain accurate records of inquiries, timelines, and operational details required for event planning workflows.

Department Operations and Meeting Coordination – Prepare and distribute department meeting agendas, coordinate scheduling and meeting logistics, maintain organized records of approved meeting minutes, and support operational follow-through on internal action items and department coordination needs.

Pre, Day-Of, and Post-Event Operational Support – Support onsite event operations including registration, delegate materials preparation, setup assistance, attendee support, materials tracking, and post-event administrative wrap-up. Assist with client deliverable handoff coordination, inventory reconciliation documentation, and file closure preparation to support complete and organized event closeout.

What We’re Looking For

Required

A Strong Operational Support Mindset – The role requires someone who takes pride in maintaining organized systems, accurate records, reliable follow-through, and operational consistency across multiple active projects and workflows.

Technological Fluency in Service of Operations – Comfortable moving between multiple digital systems in a single day, including registration platforms, shared inboxes, spreadsheets, databases, procurement tracking systems, shared file structures, and internal coordination tools used to support event delivery and department operations.

Google Workspace Proficiency – Comfort in Docs, Sheets, Drive, Calendar, and Gmail, or rapid willingness to develop it.

Professional Communication Skills – Clear and professional written and verbal communication skills, with the ability to accurately route information, track follow-ups, and communicate appropriately with clients, delegates, vendors, and internal teams.

Strong Organizational Judgment and Attention to Detail – Ability to manage multiple priorities simultaneously while maintaining accurate documentation, organized workflows, and dependable operational follow-through within structured systems.

Adaptability in Fast-Moving Environments – Comfortable working in a collaborative, fast-paced environment where priorities and operational needs may shift during active event periods.

Post-secondary education in Administration, Event Management, Communications, Business, or a related field, or a demonstrated track record of equivalent professional experience.

Demonstrable experience in administrative coordination, event support, operations, customer service, or logistics-focused environments, with evidence of strong organizational and communication capability.

Considered an Asset

• Experience with registration systems, Jotform, Airtable, TinyURL, or other event and operational coordination tools.
• Familiarity with procurement coordination, inventory tracking, reconciliation processes, or operational documentation workflows.
• Familiarity with AI-assisted writing, research, and content tools, applied with editorial judgment and attention to context.
• Experience supporting venue coordination, travel coordination, scheduling logistics, or delegate services.
• Experience working across multiple internal departments in a coordinating capacity.
• Familiarity with Indigenous community contexts, organizations, or programming.
• Experience supporting post-event reporting, survey coordination, file closure, or event wrap-up processes.
• Knowledge of accessibility, inclusive language, and culturally responsive communications practices.

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.
• A six (6) month probationary period applies to this role. 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.
• 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 – $24.00 to $28.00 per hour, based on demonstrable experience in administration, operations coordination, event support, and organizational systems work. Ingaged operates a defined performance and compensation framework with milestones tied to wage progression and increased operational responsibility. This posted range reflects the starting level for the role, with development opportunities tied to demonstrated readiness, reliability, and growth within the Event Services Department.

Hours – 37.5 hours per week, Monday to Friday.

Benefits – Comprehensive health, dental, and vision coverage following successful probation completion.

Vacation – Two weeks per year. Vacation pay is calculated and disbursed in accordance with the Ontario Employment Standards Act, 2000.

Time in Lieu – For approved evening and weekend event work.

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 departments, such as events, print and production, finance, web and digital infrastructure, and media and audio-visual services, 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.

Initial Interview – A conversation about your background, your interest in the role, and how you approach communications 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: hr@ingaged.ca

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 hr@ingaged.ca 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 hr@ingaged.ca.