TRAVEL AND EVENTS COORDINATOR

TRAVEL AND EVENTS COORDINATOR

Inuvik F/T (37.5 hours per week)

MUST be located in Inuvik

The Gwich'in Tribal Council (GTC), situated in Inuvik, Northwest Territories, is currently seeking a qualified candidate to fulfill the position of Travel & Events Coordinator.

Reporting directly to the Gwich’in Services Manager, the Travel & Events Coordinator is responsible for organizing and coordinating all aspects of travel arrangements for Gwich’in Tribal Council (GTC) employees, Board of Directors, and other stakeholders. Also responsible for overseeing GTC-sponsored events, from choosing venues to post-event evaluation.

CORE RESPONSIBILITIES

The Core Responsibilities of this position include, but are not limited to:

Travel Management

·         Coordinate and book travel arrangements for employees, Board of Directors and other related stakeholders for the GTC such as visitors, consultants and guests, including flights, accommodations, transportation, travel expenses and other necessary arrangements.

·         Research and compare prices, availability, and quality of travel options such as flights, hotels and car rentals to secure the best rates for the organization.

Event Management

·         Develop an on-going calendar of events and activities for the GTC.

·         Manage execution of GTC-sponsored events with development of event plans to assist in the internal coordination of these activities.

·         Book venues and schedule performers, facilitators, speakers etc..

·         Oversight to ensure events are executed in accordance with the event plan(s).

Administration

·         Manage and track travel expenses, including reconciling invoices, receipts, and credit card statements to ensure compliance with company policies and budgetary constraints.

·         Ensuring the credit cards confidentiality for all the stakeholders.

Monitoring and Evaluation

·         Complete post-event and lessons learned sessions on activities to continually improve future events.

Provision of Required Reporting

·         Report on project budgets as requested by the GTC Leadership Team and may be required by program funding agreements.

·         Ensure expense reports are completed and submitted in a timely manner.

QUALIFICATIONS

At least three (3) years of experience as a Travel Coordinator, Travel Agent or similar role in corporate travel management, preferred.

Extensive knowledge of travel booking systems, online travel portals and travel management tools.

Proficient in a Microsoft Office operating environment (Word, Excel, PowerPoint, Teams, OneNote), Email, Database application and Internet.

Ability to work independently with minimal supervision; and,

Strong customer service orientation.

The qualifications desired for this position include:

Diploma in business administration, hospitality management or a related field.

Familiarity with budgeting and expense management processes.

Speaking or understanding the Gwich’in language will be an asset; and,

Experience in the public or Indigenous sectors, ideally in a cross-cultural setting.

COMPETENCIES

Negotiation – ability to negotiate favorable rates and terms with vendors and travel providers. Ability to handle and resolve travel-related issues or emergencies promptly and efficiently for end users. 

Communication – exceptional communication and interpersonal skills to effectively interact with employees, vendors and leadership in a positive and respectful manner. Specifically, an ability to communicate travel and event details in a clear itinerary or event plan in an understandable and straightforward manner.

Organization – strong organizational and time management skills. Excellent attention to detail, ensuring accuracy in all travel arrangements and documentation.

Knowledge – knowledge of travel policies, credit card authorizations, visa regulations and international travel requirements. Proficient in using travel management software (where required) and knowledge of emerging trends int eh travel industry.

Confidentiality – maintenance of confidentiality and handling of sensitive information related to employee travel.

Logistics – ability to work in a cross-cultural environment and work flexible hours. Some work on evenings and weekends may be required.

COMPENSATION

A competitive compensation plan will accompany the successful candidate including a comprehensive benefit plan.

Preference may be given to candidates who are Gwich'in Participants and have experience working in the non-profit or public sectors or in an Indigenous Government/Organization, preferably in a northern context.

We would like to thank all interested applicants. Please note that only those applicants who meet the qualifications and requirements will be contacted.

If this opportunity interests you, please visit https://www.gwichintribal.ca/careers.html to apply