Communications & Experience Coordinator

Contract position: Approximately 20 months (January 2025 to August 2026)

The Special Olympics Canada Summer Games Medicine Hat 2026 will be organized and executed within a collaboration between Special Olympics Canada (SOC), the City of Medicine Hat (CMH), and the local Games Organizing Committee (GOC) created through the Medicine Hat Alberta Games Society (MHAGS). The Communications & Experience Coordinator, reporting to the Games Manager, is responsible for working with the Directorships and supporting the overall operation of the pre-Games and Games-times functions related to Communications, Friends of the Games (Fundraising), Marketing & Promotions, and Protocol (Special Events).

Responsibilities

The Communications & Experience Coordinator responsibilities include, but are not limited to, the following:

Planning & Administration

• Meet with and support GOC Directors, Chairs, and volunteers
• Provide support for all the Communications & Experience portfolios encompassing Communications, Friends of the Games (Fundraising), Marketing & Promotions, and Protocol (Special Events).
• Assist with the organization of GOC meetings, including the development of agendas, meeting minutes, and presentations.
• Produce clear and concise planning documents with GOC Directors and Chairs.
• Develop and support the implementation of operational plans with appropriate timelines for all special and community events
• Ensure portfolio operations are carried out in accordance with approved plans, timelines, and budgets.
• Support the office and business affairs of the GOC including contributing to regular reporting from the Games Manager, GOC, and Executive Committee.
• Contribute to the creation of a concise final report on the Games, consolidating all relevant committee reports.
• Work collaboratively as a member of the GOC staff team, noting the overlaps and coordinating the many independent tasks which constitute each committee's area of responsibility.
• Work collaboratively with Special Olympics Canada, community partners, and key contributors on the plans and execution of the Games.

Communication

• Work closely with the Director of Communications and affiliated Chairs
• Support in the development of creative and engaging communication strategies to generate community engagement and interest in the Games.
• Contribute to the creation, communication, and execution of pre-Games and Games-time promotions and activities.
• Develop and review all Games external communications to ensure a consistent representation of the Special Olympics movement in Canada and the Games vision.
• Implement insights of Special Olympics athletes and members into the overall marketing and execution of the Games.
• Support the organization of media and livestream centres at various Games venues.
• Assist in determining the hosting needs of media during the Games.
• Help manage social media campaigns and assist in content creation to promote event updates, sponsor recognition, athlete highlights, and other Games-related material.
• Distribute regular and up-to-date information to the various Games key contributors including Special Olympics Canada Chapters (in both official languages), corporate partners, venue contacts, suppliers, and Games volunteers.

Friends of the Games (Fundraising)

• Work closely with the Director of Friends of the Games and affiliated Chairs
• Assist with all components of Games fundraising from corporate sponsorship to community programs.
• Work with Special Olympics Canada on the inclusion of their National Partners and Sponsors and the execution of operational agreements.
• Ensure that all Games sponsors/partners logos and advertisements are reviewed and approved on materials and publications produced by the Games.
• Develop and maintain relationships with sponsors, ensuring that they receive appropriate recognition and benefits for their support.
• Support the Director of Friends of the Games to coordinate all sponsorship activations at competition and major event venues.
• Track sponsor contributions and provide post-event reports, including updates on the impact of their sponsorship and overall event outcomes.

Marketing & Promotions

• Work closely with the Director of Marketing & Promotions and affiliated Chairs
• Ensure the Games logo, brand guidelines, voice/tone, and overall brand elements and standards are adhered to.
• Assist in developing and executing marketing strategies to promote the Games, including digital, print, and broadcast media.
• Support the development, procurement, and distribution of event merchandise, including apparel, memorabilia, and promotional materials, working with vendors to ensure quality and timely delivery of products.
• Support the development of sales strategies and coordinate both pre-Games and on-site merchandise operations during the Games.
• Ensure all printed materials align with the event's branding and messaging.
• Support the design, production, and placement of signage throughout the event venues, ensuring all signage is clear, visually appealing, and consistent with the Games' brand.
• Coordinate updates and content management for the event's website, ensuring accurate and timely information is available to participants, spectators, and sponsors.
• Collaborate with the web development team to ensure seamless navigation and functionality for all visitors.

Protocol

• Work closely with the Director of Protocol and affiliated Chairs to ensure Special Events are coordinated and executed with the highest standards.
• Work closely with the Chair of Ceremonies and Athlete Dance to support the planning and execution of these events including working with performers, speakers, and event production team.
• Work closely with the Chair of VIP Reception to coordinate the VIP events, ensuring smooth operations and creating engaging experiences for sponsors, partners, and distinguished guests.
• Work with Special Olympics Canada in the coordination of the Games Experience program (Special Olympics Canada's national-level partner/VIP program)
• Work with the Chair of the Law Enforcement Torch Run to ensure the alignment with the event schedule and that it creates excitement and engagement throughout the community. Support the planning and execution of the Law Enforcement Torch Run, including coordinating with local law enforcement, volunteers, and community organizations.
• Work with the Chair of the Family & Friends to support the planning and execution of this event, ensuring all attendees will participate in a 'Made in Medicine Hat' experience.
• Work with Chair of Medals and Special Olympics Canada in the development and execution for the production and presentation of Games' medals.

Qualifications

• Diploma or undergraduate degree in Communications, Public Relations, Marketing, Sports Management, Business Administration, or a related field.
• Minimum of 3 years experience in communications, event management, marketing, or sport events.
• Knowledge and experience of working for a not-for-profit, high-profile events, sporting competitions, or multi-sport Games environment is an asset.
• Knowledge of Special Olympics mission and values, with a passion for inclusive events and supporting athletes with intellectual disabilities.
• Ability to speak in English & French is considered an asset.

APPLICATION PROCESS

Interested candidates should submit a resume and cover letter by January 3, 2025. Please include 'Communications & Experience Coordinator Application' in the subject line.

The Medicine Hat Alberta Games Society is an equal opportunity employer committed to creating a diverse and inclusive environment for all employees and participants. We encourage individuals with diverse backgrounds and experiences to apply.