Job Title: Gathering Coordinator

Contract Position

📍 Location: Remote with travel required to Ottawa, Regina, and Saskatoon
📅 Duration: March – December 20^th, 2025
💰 Compensation:  $40,000

About the Role:

The Indigenous Curatorial Collective (ICCA) is seeking an experienced Gathering Coordinator to oversee the planning and execution of our upcoming gatherings in June (Ottawa), and later in Regina and Saskatoon. This role requires a highly organized, detail-oriented individual with strong communication skills and the ability to manage multiple logistics while working collaboratively with a diverse team.

Key Responsibilities:

• Event Coordination & Logistics
  • Oversee all aspects of gathering planning, from concept to execution.
  • Coordinate with venues, hotels, and food vendors, including obtaining quotes and managing contracts.
  • Organize travel arrangements for speakers, attendees, and staff.
  • Ensure accessibility and cultural considerations are incorporated into event logistics.
• Speaker & Partner Engagement
  • Work closely with the Programming Committee to identify and invite speakers, panelists, and facilitators.
  • Manage all communications with speakers and guests, ensuring they have necessary travel and event details.
  • Schedule and attend meetings with ICCA partners to align event goals and programming.
• Budget Management & Reporting
  • Manage the gathering budget, ensuring financial oversight and responsible spending.
  • Obtain and review quotes from vendors and suppliers.
  • Track expenses and provide regular updates to the ICCA team.
• Team & Communications Coordination
  • Attend weekly team meetings to provide updates on gathering progress.
  • Work closely with the Communications Manager on marketing, publicity, and promotional materials.
  • Liaise with the ICCA team, board members, and community partners to ensure smooth execution.
• Onsite Execution & Support
  • Travel to Ottawa, Regina, and Saskatoon to lead onsite coordination of each gathering.
  • Oversee setup, registration, speaker support, and ensure event timelines are followed.
  • Act as the main point of contact for logistics and problem-solving during the gatherings.

Qualifications & Requirements:

• Experience in event coordination, conference management, or large-scale gathering logistics.
• Strong organizational skills and the ability to manage multiple moving parts.
• Ability to travel to Ottawa, Regina, and Saskatoon and be onsite for each gathering.
• Experience working with Indigenous communities, artists, and curators is preferred.
• Strong communication and interpersonal skills to work with partners, speakers, and vendors.
• Budget management experience and attention to financial details.
• Ability to work independently while being part of a collaborative team.

How to Apply:

Please submit a resume and a short letter outlining your experience in event coordination and logistics, as well as any experience working with Indigenous-led organizations or gatherings.

Deadline to Apply: February 28^th, 2025