Coordinator, Membership and Events

Are you a highly organized, customer-focused professional who thrives on creating exceptional experiences, managing data with precision, and leveraging technology to improve results? As the Ottawa Board of Trade continues its transformation into an AI-first organization, we are seeking a Coordinator, Membership and Events to play a critical role in delivering outstanding member service, executing exceptional events, and ensuring the integrity and strategic use of our member data.

In this role, you will serve as a key connector between our members, events, technology platforms, and internal teams. You will be responsible for maintaining accurate and actionable member data, supporting the adoption and administration of AI-powered tools and workflows, coordinating seamless event experiences, and delivering responsive, relationship-focused member service.

About the Ottawa Board of Trade

The Ottawa Board of Trade (OBOT) is the voice of business in Ottawa, representing enterprises of all sizes and from across all sectors since 1857. As a key economic development partner in the National Capital Region, OBOT advocates for collaborative and sustainable community prosperity, supports businesses at every stage of growth, and champions Ottawa as the best place to live, work, learn, play, visit and invest. It is committed to fostering a thriving, world-class business community and advancing affordable, inclusive, and sustainable city building. For more information, visit

Key Responsibilities

Membership Experience, Customer Service & Administration

• Serve as a primary point of contact for members, prospective members, partners, and community stakeholders, delivering exceptional customer service and timely resolution of inquiries.
• Build and strengthen relationships with OBOT members, ensuring a positive and rewarding experience that encourages long-term engagement and retention.
• Proactively communicate with members to help them maximize the value of their membership, including leading monthly Maximize Your Membership sessions.
• Assist in onboarding new members, ensuring a seamless registration process and immediate connection to available programs, services, and networking opportunities.
• Support membership growth and retention efforts by tracking member needs, identifying engagement opportunities, and producing monthly reports and insights.
• Collect member feedback, identify service issues, and escalate recommendations to appropriate team members.
• Promote member programs, sponsorship opportunities, advertising offerings, and affinity partnerships to members and prospective members to support revenue growth and member engagement.
• Oversee membership dues processing, invoicing, and account management, ensuring accuracy and professionalism in all member-facing interactions.

Data Management, CRM Administration & AI Enablement

• Serve as a steward of member and organizational data, ensuring the highest standards of accuracy, completeness, security, and integrity across all systems.
• Own day-to-day CRM administration, including data entry, maintenance, segmentation, reporting, quality control, and process optimization.
• Maintain data quality standards and CRM best practices to ensure accurate reporting, member engagement, and operational effectiveness.
• Generate and analyze membership, event, engagement, and revenue reports to support organizational planning and performance measurement.
• Support the organization's AI-first operating model by maintaining approved AI tools and workflows and assisting staff with day-to-day use.
• Assist with the implementation of AI-enabled processes and workflows that improve efficiency, reporting accuracy, and member service delivery.
• Monitor emerging technologies and recommend enhancements that improve organizational effectiveness and member experience.

Event Logistics, Planning & Execution

• Coordinate the operational planning and execution of OBOT events, ensuring a seamless and professional experience for members, speakers, sponsors, partners, and guests.
• Manage all event logistics from day-of execution to post-event evaluation, including registration, attendee communications, venue coordination, catering, audiovisual requirements, signage, materials, volunteer staffing, accessibility considerations, and on-site execution.
• Serve as the primary operational lead on event day, proactively managing logistics, troubleshooting issues, coordinating vendors, and ensuring events run smoothly.
• Build and maintain strong working relationships with venues, caterers, suppliers, speakers, sponsors, and other event partners.
• Manage event registration systems and event webpages, ensuring accurate information, attendee support, and payment processing.
• Track registrations, event budgets, and event performance indicators.
• Prepare final event reconciliations, update event budgets, lead event debrief meetings, and document recommendations for continuous improvement.
• Analyze event feedback and engagement data to enhance future event experiences and drive member satisfaction.
• Attend and actively participate in events to strengthen member, sponsor, and partner relationships.

Partnerships, Communications & Organizational Support

• Serve as the primary administrative contact for assigned Affinity Program Partners, managing day-to-day communications, reporting, and program coordination.
• Ensure accurate tracking of affinity program participation and associated revenue-sharing arrangements.
• Act as the key point of contact for the Ambassador Corps, supporting recruitment efforts, agenda preparation, meeting coordination, minute-taking, volunteer engagement, and performance monitoring.
• Contribute to internal planning meetings and cross-functional initiatives by providing data-driven insights and recommendations.
• Prepare regular reports on key performance indicators, membership trends, event outcomes, and operational goals.
• Develop and maintain a strong understanding of Ottawa's business community and OBOT's membership base to better support member needs and organizational priorities.

Education & Experience

• Post-secondary education in business administration, event management, communications, marketing, hospitality, public relations, nonprofit management, or a related field is preferred. Equivalent combinations of education and experience will be considered.
• Minimum of 2-4 years of experience in a customer service, membership services, events, administration, operations, or association management role.
• Experience coordinating events, including registrations, vendor coordination, logistics management, and on-site event execution.
• Experience working with CRM systems, databases, or membership management platforms, with a demonstrated commitment to data accuracy and quality.
• Experience preparing reports, tracking performance metrics, and maintaining administrative records.
• Experience using AI-powered productivity tools and workflow automation tools is considered a strong asset.
• Experience working in a membership-based organization, chamber of commerce, association, nonprofit, or business-focused organization is considered an asset.
• Proficiency with Microsoft Office 365 applications, including Excel, Word, Outlook, PowerPoint, and Teams.

Why Join Us?

This is an exciting opportunity to help shape the future of one of Ottawa's leading business organizations. As we continue our transition toward becoming an AI-first organization, you will play a central role in enhancing member experiences, improving operational excellence, and delivering high-impact events that strengthen Ottawa's business community.

If you are passionate about customer service, data-driven decision-making, technology-enabled innovation, and creating memorable experiences, we encourage you to apply.

How to Apply

Interested candidates are invited to submit a resume accompanied by a statement of interest (maximum 250 words) to Sharon Forbes at ***email_hidden*** by Friday, July 3 outlining why they are the ideal candidate for this role. Applications will be reviewed as they are received.