Office Administrator / Event Planner

We are seeking a highly organized, detail-oriented, and proactive Office Administrator/Event Planner to support our growing team. This dynamic role includes coordinating client documentation, supporting business operations, and assisting in planning and executing in-house and public-facing events. You’ll work closely with leadership, clients, and partners to ensure the smooth running of both daily operations and large-scale events.

Key ResponsibilitiesEvent Planning and Coordination

Support the Director of Events by assisting in the planning and execution of events, ensuring a smooth and organized process from start to finish

• Assist with the coordination of internal and external events including Tech Thursday, Founders dinners, networking functions, bi-annual showcase and more.
• Work alongside the Director of Events, team members, partners, and vendors to manage event logistics.
• Help manage event timelines, RSVPs, venue setup, catering, AV requirements, and promotional materials.
• Support tracking of event budgets, attendee feedback, and outcome reporting.
• Collaborate with the Marketing Manager to support event-related communications, including email campaigns and social media content.

General Office Duties

• Manage incoming and outgoing mail and correspondence, secure necessary approvals and signatures.
• Responsible for monitoring and managing multiple Outlook inboxes to ensure timely responses and task delegation.
• Provide additional support as needed to the CEO, team, and clients.
• Ensure adequate stock of office/kitchen supplies.
• Maintain and update boardroom calendars, track access cards for the building/floor, and coordinate with building maintenance for any issues that arise.
• Pick up and distribute mail; accept courier deliveries.

Client Contracting – SUV Contracts, Hours Changes, Client Changes

• Responsible for managing the applications and intake process, including initial correspondence, tracking applicant status, and ensuring all required documentation is submitted.
• Provide documentation support to applicants, including issuing/revising contracts.
• Correspond with applicants confirming their understanding of the program requirements.
• Review and finalize contracts for accepted applicants.
• Compile monthly new starts information into spreadsheet; prepare and organize monthly reports and timesheets for SUV clients.
• Ensure client documentation is received and saved, compile the letter of support and commitment certificate for clients.
• Send Commitment Certificate to IRCC.
• Responsible for tracking and documenting client changes.
• Responsible for collection and QA of monthly status reports and timesheets; distributing monthly reports and timesheets to clients).
• Responsible for collection of graduation letters; compiling and distributing graduation packages to clients.
• Ad hoc analyst duties, including but not limited to high level market research, competitive analysis, and business plan analysis.

Requirements, Skills, Abilities

The Office Administrator/Event Planner will assist in multiple business areas; this role is very diverse and will require a wide range of skills. As a continually evolving organization, this unique position requires flexibility and the ability to pivot and problem-solve independently.

• Must have good communication and interpersonal skills.
• Must have strong organizational and time management skills.
• Must have good leadership ability.
• Must be a team player with a proactive mindset.
• Must have experience in event planning, coordination, or related activities.
• Must have good analytical and problem-solving abilities.
• Must be comfortable managing multiple email accounts and prioritizing communications effectively.

Compensation & Benefits

• Competitive salary based on experience.
• Health and dental benefits package.
• Opportunities for professional development and growth.
• Dynamic and collaborative team culture.

How to Apply

Please submit your resume and a brief cover letter outlining your interest in the position to cvitt@mbinnovates.caEquity, Diversity & Inclusion

Manitoba Innovates is committed to building an inclusive and diverse workplace. We are proud to be an equal opportunity employer and welcome applications from individuals of all backgrounds, including those who identify as women, 2SLGBTQ+, Indigenous peoples, racialized communities, persons with disabilities, and newcomers to Canada. Accommodations are available throughout the recruitment process upon request.