Event Coordinator

Description

• Support on-site event agenda and assist with all scheduled activities.
• Collaborate with cross-functional teams to ensure all event needs are met.
• Assist with the coordination and presentation of awards and recognition during the events.
• Assign and supervise volunteers to support event operations.
• Build and manage invitation lists, track RSVPs, and maintain attendance records using event technology platforms.
• Coordinate with internal teams, clients, suppliers, sponsors, and venues to ensure seamless communication and execution.
• Support event marketing efforts through social media, email campaigns, and if necessary local advertising.
• Collaborate with marketing teams to align messaging and branding across all event communications.
• Support the creation and promotion of sponsorship packages, including branding and recognition opportunities.
• Liaise with vendors (venues, caterers, AV, décor, etc.) and manage procurement processes using company platforms.
• Serve as a main point of contact for confirmed attendees, ensuring timely delivery of materials and information.
• Coordinate additional fundraising activities such as auctions, raffles, and donation drives.
• Support all phases of event planning, from concept development to post-event evaluation.
• Provide administrative support related to event logistics and execution.
• Review and verify event-related expenses for accuracy and compliance.
• Act as a primary contact for real-time issue resolution and ensure a seamless guest experience.
• Process invoices, reconcile credit card transactions, and ensure timely vendor payments.
• Engage potential sponsors and assist in securing commitments to support event costs.
• Lead or support on-site event setup, registration, and logistics for internal, virtual, and external events.
• Oversee catering, AV, signage, and special requests to ensure smooth execution.
• Design and coordinate a variety of events, including corporate, client-facing, and employee engagement initiatives.
• Assist in the development and management of event budgets.
• Prepare event documentation and presentation materials for internal and external use.
• Maintain the master registration database, ensuring accuracy and timely updates.
• Source and manage event prizing, including trophies, gift cards, and other awards.

Requirements

• Valid passport and ability and comfort to travel.
• Comfortable working on your feet for extended periods and lifting up to 20 pounds.
• Creative thinker with a keen eye for detail and event aesthetics.
• Strong organizational and time management skills, with the ability to manage multiple priorities and meet tight deadlines.
• Ability to thrive in a fast-paced, high-pressure environment.
• Professional maturity, including strong interpersonal skills, discretion, and tact.
• Flexibility to work extended hours during peak periods and outside of regular business hours as needed.
• Excellent verbal and written communication skills.
• 2–4 years of experience in event coordination or a related role.
• Post-secondary education in Business, Marketing, Communications, or a related field; a diploma or certification in Event Management is an asset.
• Proficiency in Microsoft Office Suite; ability to quickly learn and adapt to new technology platforms. Experience with Salesforce, Adobe and SharePoint is an asset.
• High attention to detail and a systematic approach to task completion.
• Ability to work onsite and travel to event locations as required.

Benefits

• This is an in-person position with flexibility for remote work when appropriate.

Training + Development

Interview process

Visa Sponsorship

Security clearance