Event Operations Coordinator

Event Operations Coordinator

Employer: Ingaged Creative Productions Inc.
Department: Event Services
Location: The Outset, 610 – 612 Simpson Street, Thunder Bay, ON
Reports To: Managing Director (interim)
Collaborates With: Operations Manager, Event Leads & Specialists, MAV, Creative & Design, Finance, Print and Production

About Ingaged

Ingaged Creative Productions Inc. is an Indigenous-owned creative and full-service event production firm based in Fort William First Nation and Thunder Bay, Ontario. We specialize in event production, communications, media, marketing, and community engagement, helping communities, organizations, and partners come together through purposeful events and experiences.

Our work is guided by Ingaged’s Values and Guiding Principles, rooted in Resilience, Integrity, Creativity, Respect, and Accountability, and expressed through Purpose-Driven Service, Reciprocity, Adaptability, and Initiative. We believe that professionalism and personality can coexist, that collaboration is built on trust, and that the work we do should always mean something to the people, communities, and clients we serve.

About the Role

The Event Operations Coordinator is a hands-on, logistics-driven role that supports the coordination, documentation, and delivery of Ingaged’s events, tradeshows, and client projects. This position helps ensure that every event, whether it is a small community gathering or a major multi-location conference, runs as planned, consistently, and in alignment with Ingaged’s standards of professionalism, culture, and purpose.

You’ll work closely with the Event Services team and across departments to keep details organized, communication flowing, and systems consistent. You’ll also participate in on-site event delivery, helping set up, execute, and wrap up live experiences that bring people together.

This is a growth-oriented opportunity for an early-to-mid career professional who enjoys the fast pace and precision of event work, values structure and follow-through, and wants to help build stronger, smarter systems in a creative, community-centred environment.

Key Responsibilities

1. Event Coordination & Delivery (35%)

• Support the planning and execution of client and internal events, conferences, and tradeshows.
• Manage logistics including registration, travel, accommodation, catering, shipping, and onsite coordination.
• Liaise with vendors, venues, and suppliers to confirm pricing, timelines, and service details.
• Prepare and track event materials: delegate packages, signage, badges, and gift items.
• Participate in on-site setup, day-of execution, and teardown for events of varying scale.
• Ensure that the event experience is organized, inclusive, and aligned with client expectations.

2. Documentation & Systems (25%)

• Maintain up-to-date event documentation, including timelines, task lists, schedules, and shared trackers.
• Support the consistent use of Ingaged’s internal tools (Drive, shared forms, and coordination templates).
• Assist with post-event reporting, participant feedback, and lessons-learned summaries.
• Archive files and maintain naming conventions for accurate, accessible recordkeeping.
• Support the creation and improvement of standardized event templates, signage, and communication tools.

3. Communication & Collaboration (20%)

• Act as a communication bridge between event leads, creative, technical, and operations teams.
• Support coordination meetings by preparing agendas, taking notes, and tracking follow-ups.
• Share key updates, timelines, and deliverables clearly and consistently with all stakeholders.
• Support client communications, ensuring that confirmations, itineraries, and details are accurate.
• Event based social media organization & updates for clients
• Work closely with the Operations and MAV teams to synchronize logistics, staffing, and deliverable flow.

4. Finance & Capacity Support (10%)

• Track and record event hours, expenses, and receipts to support accurate billing.
• Coordinate with Finance to ensure expenses, invoices, and budgets are submitted and reconciled.
• Collect quotes, estimates, and rental data to inform accurate project budgeting.
• Assist with capacity tracking and scheduling during peak periods.

5. Continuous Improvement (10%)

• Contribute to ongoing systemization of event coordination processes and tools.
• Provide feedback and propose workflow improvements that enhance communication and efficiency.
• Participate in post-event debriefs and quarterly reviews focused on learning and process refinement.
• Support the integration of Ingaged’s Values and Guiding Principles into daily practice.

Collaboration

The Event Operations Coordinator works collaboratively across multiple departments to ensure seamless event delivery and documentation.

Reports to:

Managing Director (interim)
Works closely with:

• Event Services Department event leads, specialists, and support staff coordinating projects across Ontario
• Print and Production for day-of deliverables, products, shipping and receiving requirements
• Operations Department for scheduling, systems, and logistical alignment
• Media & AV (MAV) Department for technical setup, equipment, and on-site production support
• Creative & Design Department for signage, print, and visual deliverables
• Finance Department for billing, expense tracking, and reconciliation

Collaboration Focus: Ensure accurate information flow, timeline consistency, and cohesive delivery between all departments involved in event production.

Qualifications & Experience

• 3 – 5 years of relevant experience in event coordination, tradeshows, or logistics.
• Proven ability to manage multiple projects and deadlines in a fast-paced environment.
• Experience working on-site at events, conferences, or tradeshows.
• Strong organizational and multitasking skills with a keen eye for detail.
• Exceptional written, verbal, and interpersonal communication skills.
• Proficiency with Google Workspace (Docs, Sheets, Drive), Microsoft 365 and digital communication tools.
• Experience using event or project management platforms (e.g., Airtable, Asana, PlanningPod) is an asset.
• Valid G-Class Ontario Driver’s License with automobile insurance and ability to drive company or rental vehicles.
• First Aid, CPR, and AED certification required (training can be provided if not current).
• Experience working with Indigenous organizations and community projects is considered an asset.

Skills & Attributes

• Resilient and dependable – calm under pressure, maintains focus and adaptability
• Accountable and structured – follows through on commitments, documents accurately
• Collaborative and communicative – connects teams and ensures consistent updates
• Curious and process-oriented – eager to learn and improve how things work
• Respectful and culturally aware – navigates diverse environments with empathy and professionalism
• Creative and resourceful – finds smart, practical ways to solve problems
• Hands-on – ready to roll up sleeves, move gear, and make events happen
• Performance & Growth Framework

The Event Operations Coordinator’s first year follows Ingaged’s milestone-based growth model. Performance reviews occur quarterly, aligning with Ingaged’s Seven for Seven

Strategic Priorities.

Months 1–3 – Orientation & Foundations

Learn existing systems and team workflows
Support two live events as secondary coordinator
Demonstrate reliability and attention to detail

Months 4–6 – Coordination & Delivery

Take ownership of smaller events or distinct event segments
Maintain accurate trackers and timelines
Contribute to communication flow

Months 7–9 – Systems Integration

Independently coordinate multiple event logistics
Refine and improve templates or processes
Participate in post-event reporting

Months 10–12 – Refinement & Accountability

Deliver events with consistency and confidence
Provide reliable data for reporting and billing
Support process improvement discussions
Raises and performance incentives are tied to sustained improvements in system consistency, communication flow, and delivery quality.

Work Environment

Work Location: In-person, based at The Outset (Thunder Bay, ON)
Work Hours: Full-time, typically 40 hours/week, with flexibility for evenings, weekends, and travel during events
Travel: Up to 70%, including multi-day and overnight travel (events, tradeshows, conferences)
Environment: Collaborative, creative, fast-paced; balanced with humour, flexibility, and professionalism
Physical Requirements: Ability to lift up to 40 lbs and assist with event setup/teardown when needed
Compensation & Benefits

Compensation: $25.00 – $28.00/hour, commensurate with experience
Hours: 40 hours per week, full-time permanent position following a 6-month probation
Benefits:
Comprehensive health, dental, and vision coverage following probation
Two weeks of paid vacation (increasing with tenure)
Lieu time for evening/weekend work as needed
Professional development support (training, certification, or workshop opportunities)
Eligibility for performance-based raises and milestone incentives

Why Join Ingaged

At Ingaged, we build events and experiences that connect people and we believe the same connection matters inside our team. You’ll join a collaborative, values-driven workplace (including Copper, the office dog) where professionalism, creativity, and humour coexist, and where your voice can shape how we grow.

If you’re ready to bring structure to creativity, thrive in fast-paced environments, and want to help deliver events that mean something – this is where you belong.

How to Apply

Please submit your resume and a brief, tailored cover letter describing your interest in the role to hr@ingaged.ca
Subject line: LAST NAME, FIRST NAME – Event Operations Coordinator

While First Nations candidates are strongly encouraged to apply, Ingaged Creative Productions Inc. is an equal opportunity employer that values diversity, equity, and inclusion in all areas of our work.

Applications will be reviewed on a rolling basis until the position is filled. Only candidates selected for an interview will be contacted.

Summary Snapshot

Position Title: Event Operations Coordinator

Department: Event Services

Reports To: Managing Director (interim)

Compensation: $25.00 – $28.00/hour (commensurate)

Hours: 40/week, in-person

Type: Permanent (following 6-month probation)

Location: Thunder Bay, ON

Travel: Up to 70% (events/tradeshows)

Start Date: As soon as possible

Core Focus: Event coordination, logistics, systems, and delivery