Manager, Travel, Meeting and Events

Backfill

Division: Corporate Services

City: Ottawa, ON

Type of position: Hybrid with desk sharing

Job Term: Permanent Full-time (35 hours per week)

Eligibility: Applicant must either be a Canadian citizen or a resident eligible to work in Canada

Union/Non: Excluded

Competition: 25-28

The Professional Institute of the Public Service of Canada, a national union representing over 70,000 professionals and scientists throughout Canada, requires a Manager, Travel, Meeting and Events for its National Office in Ottawa.

PIPSC/IPFPC is committed to building an inclusive workplace where diversity of thought – and of people – are recognized, valued, and considered essential to achieving our goals and objectives. We are making concerted efforts to foster a workforce that is representative of our diverse membership. We strive to create a work environment that is welcoming to everyone regardless of their gender, age, religion, race, ethnicity, and nationality, particularly equity deserving groups, such as members of the IBPOC, 2SLGBTQIA+ communities, and people living with disabilities.

All qualified candidates will be considered; however, in support of achieving a diversified workforce we encourage applications for this opportunity from candidates belonging to one of the employment equity groups: Indigenous peoples (First Nations, Metis or Inuit), peoples of colour or persons with a disability. Consideration will be given to a qualified candidate who, at the time of application, voluntarily indicates being part of these groups.

What can I expect to do in this role?

Under the direction of the Director, Corporate Services, the Manager of Travel, Meetings and Events develops and leads the implementation of comprehensive travel, meetings and events policies and procedures in accordance with Institute goals and industry best practices. The position manages the administration, coordination and transactional review of all aspects of travel arrangements, including but not limited to travel, meetings and events, Institute on-site conference centers and meeting rooms, hotels, venues, food and beverage, AV, simultaneous interpretation, air, auto and rail in support of members and staff.

Primary responsibilities:

Responsible for elaborating strategy and overseeing the execution, planning and delivery of the Institute’s national meetings and events, which include but are not limited to the Annual General Meeting, (AGM), staff events and conferences, recognition events,etc. Board of Directors and Committees of the Board Meetings in conjunction with the designated support staff, as required.
Develop, implement and manage Institute meetings/ travel/accommodation policies, programs, and processes in alignment with Institute goals and industry best practices.
Manage the operations, implementation and delivery of the administration of meetings/travel/ venue and manage event logistics, including Audio Visual, Catering, and manages the daily operations of the PIPSC conference centre(s) and meeting rooms.
Develop, recommend and implement a roadmap to leverage technology for continuous improvement of best practices related to tools, processes, and procedures that generate cost savings, efficiencies while meeting member needs and fostering stakeholder collaboration.
Conducts research and benchmarks current market conditions/trends, developing technologies, stakeholder requirements and supply/demand challenges.
Manage the assessment, selection, and development of suppliers to meet best cost and performance goals, including using a Request for Proposals (RFP) process. Establish and maintain a strong network and foster collaboration with suppliers and key stakeholders.
Manage and negotiate contracts with suppliers and liaise with the legal department for review.
Develop commercial agreements with strategic suppliers to minimize total cost of ownership and maximize value to drive competitive advantage.
Establish Key Performance Indicators, maintain supplier performance database and reporting metrics.
Develops and creates user guides, training materials, templates and assists the team with implementation and dissemination of content with various stakeholders to ensure adoption and compliance of tools, policies, and procedures.
Ensure compliance with travel regulations, visa requirements, travel insurance, and health and safety guidelines,
Provide guidance and support to members regarding travel and event-related inquiries, policies, and reimbursement processes.
Manage staff, providing guidance, training, and performance feedback.
Review and approve expense claims, overtime, leave, travel requests and timecards for direct reports. Review and approve expense claims and expenditure invoices.
Manage post-event evaluations and analysis to identify areas of improvement and implement changes as necessary.
Assist in preparing documentation for the Board of Directors meetings and committees, including briefings; follows up on outstanding actions, as required.
Ensure effective quality control and on-time delivery of all assigned projects and commitments.
Participate in multi-disciplinary teams assigned to special projects and work collaboratively with other staff.
May be requested to undertake other related duties on a periodic basis.

Knowledge and Experience Requirements

Education / Experience:

Post-secondary degree in business, hospitality management, or a related field
Minimum 5 (five) years experience managing a multidisciplinary team
Five (5) to eight (8) years of progressive experience specializing in Travel, Meetings & Event management, or
An equivalent combination of education and experience.

Language requirement:

Fluency in both official languages (French and English) is required

Skills and experience required:

Knowledge of and experience in project management and coordination.
Experience in travel management and event planning, including knowledge of industry trends, booking systems, and logistics coordination.
Experience managing and coaching employees.
Experience building relationships and collaborating effectively with internal stakeholders and external vendors.
Experience using travel management software, event planning tools, and online booking systems.
Experience in negotiation and contract management with suppliers, including RFP processes, vendor selection and management.
Knowledge of and experience in budget management and administration and financial management principles.
Experience recommending and implementing operational strategies related to the business.
Experience identifying and implementing risk management and duty of care practices in travel and event management is an asset.

Compensation Package

Salary Range: $122,262 to $152,827 (G8)
Group Benefits: Health, Dental, life Insurance and disability Insurance
Pension Plan: Defined Benefits
Vacation: 4 weeks per year, plus other generous paid leave
Paid Time Off: December 27th to 31st

How to apply

Applications must be submitted by email to staffingofficer@pipsc.ca, no later than 4:00 pm (Est) May 16, 2025. Please include Competition #25-28 in the subject line.

Submit a cover letter and resume tailored to the qualifications outlined in the job posting. Your documents should include specific examples that clearly demonstrate how you meet the requirements of this position, as your application will be evaluated based solely on the information provided.

If you require accommodation for a disability during the recruitment process, please contact us with your details. Our Staffing team will respond within 48 hours, and all information related to accommodation requests will be handled confidentially.

We are committed to creating an inclusive, psychologically safe, harassment-free, and accessible work environment, starting from the recruitment process.

We thank all applicants for their interest. However, only those selected for an interview will be contacted.