Position: Maternity Leave Contract | October 2026 to March 2028
About the Position: Birchall Incentive Travel (A dynamic extension of Birchall & Associates Inc.) is looking for an experienced, highly organized, and motivated Event & Incentive Travel Manager to join our team for a maternity leave contract beginning in October 2026 and running through early March 2028.
This is a hands‑on position for someone who has a solid background in travel planning and group travel and is comfortable taking ownership of programs from the initial planning stages through to on‑site execution.
You will work directly with corporate clients, hotels, airlines, destination management companies, transportation companies, restaurants, activity providers, and other suppliers to plan and execute exceptional incentive travel programs and corporate events.
This is not a role where someone simply coordinates individual travel arrangements. You will be responsible for managing the entire program, including budgets, contracts, logistics, suppliers, client communication, attendee details, and on‑site execution.
Position: Program Manager Type: Full Time Contract
Contract: October 2026 through early March 2028
Location: Oakville, Ontario
Office Requirement: Primarily office based
Travel: Travel is a required part of the position and includes travelling on client programs and attending site visits when required
Key Responsibilities Client Management Act as the primary contact for assigned clients and programs
Build strong client relationships and understand their objectives, expectations, and budgets
Attend client meetings and provide regular detailed updates
Incentive Travel & Event Planning Manage client programs from initial planning through final execution
Research and communicate with destinations, hotels, restaurants, activities, transportation, and suppliers
Create timelines, agendas and manage all program logistics
Conduct site visits and travel on client programs as required




Budget Management Build and manage detailed program budgets
Track spending and ensure programs remain within budget
Obtain and compare supplier quotes
Identify cost savings while maintaining the quality of the client experience
Source and manage relationships between hotels, DMCs, transportation companies, restaurants, venues, airlines, and other suppliers
Request proposals, negotiate pricing, and manage contracts
Review and keep track of contracts, deadlines, cancellation policies, attrition, deposits, and financial commitments
Attendee & Travel Management Manage registration, attendee information, rooming lists, flight manifests, and guest details
Coordinate flights, accommodations, transfers, activities, and itineraries
Communicate all significant travel information to attendees
Manage changes, special requests, and unexpected issues
On Site Program Management Travel is a significant part of this position. The successful candidate must be comfortable travelling domestically and internationally and working on site with clients.
Coordinate airport arrivals, departures, and group transportation
Oversee hotel check ins, excursions, activities, dinners, and events
Work directly with suppliers, hotels, and DMCs
Support VIPs and key clients
Troubleshoot issues and make decisions quickly when things change
Ensure programs run smoothly and according to schedule
Be hands on, flexible, and available throughout the entire program
Business Development Business development is an important part of the position and there is an chance to earn commission‑based rewards for bringing new business into the company.
Responsibilities may include:




Identifying potential new clients and business opportunities
Networking and developing industry relationships
Reaching out and following up with prospective clients
Supporting proposal development and presentations
Helping grow existing client relationships
Position Requirements Candidate must hold TICO certification upon starting and a valid passport
Post‑secondary education with minimum 3 years of professional travel planning experience
Experience planning group travel, corporate travel, meetings, incentives, or events
Strong understanding of travel logistics and agenda creation
Proven ability to manage budgets and financial details
Proficiency with Microsoft Office, Excel, PowerPoint, and other online planning and registration tools
Excellent detail‑oriented, organizational, problem solving and time management skills
Ability to independently manage multiple programs and competing priorities at the same time
Ability to work under tight deadlines and remain calm when things change
Strong written and verbal communication skills
Comfortable communicating directly with clients and suppliers
Comfortable travelling domestically and internationally for client programs and site visits
What We Offer Full‑time contract position from October 2026 through early March 2028
Opportunity to work on exciting corporate incentive travel and meeting programs
Domestic and international travel opportunities
Hands‑on experience managing high level corporate programs
Potential for one work from home day per week based on work quality and performance
Commission based rewards for bringing in new business
Potential for the position to become permanent following the maternity leave contract
Compensation Compensation will be based on experience and qualifications.
Additional commission‑based compensation is available for new business generated and brought into Birchall Incentive Travel.

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📌 Incentive Travel Program Manager (Ontario)
🏢 Birchall Incentive Travel
📍 Ontario