Events and Meeting Coordinator - 20-month Contract

Description

As the Events and Meeting Coordinator you will ensure a ‘One Ledcor’ approach to small, medium, and large meetings and events across the entire Ledcor Group of companies. Working closely with the operating group sponsor, you will understand their requirements and deliver optimal service based on the needed level of assistance. You will maintain an up‑to‑date calendar of all meetings and events, leverage preferred partners, and provide reporting on T&E spend for a holistic view. This is a 20‑month fixed‑term contract that includes health, dental and vacation benefits, and is based in Edmonton or Calgary, AB.

You will lead and support the planning and execution of corporate meetings and events, acting as the primary liaison with internal teams, venues, suppliers, and vendors. Responsibilities include developing RFPs, sourcing and evaluating venues, coordinating hotel accommodations and rooming lists, and ensuring all event details—decor, food & beverage, audiovisual, security, entertainment—are finalized and communicated. You will collaborate with Communications, HR, IS and other departments to produce digital and promotional materials, manage event critical paths and budgets, and provide onsite support from setup through teardown.

The role also involves arranging attendee transportation, managing vendor databases, pricing matrices, event calendars and records, and supporting corporate travel administration with process improvements. You will perform expense coding and work with Accounts Payable to reconcile and ensure timely payment of direct‑billed invoices.

• Lead planning and execution of corporate meetings and events as primary liaison with internal teams, venues, suppliers and vendors.
• Develop and manage RFPs, source and evaluate venues, and finalize proposals and correspondence.
• Coordinate hotel accommodations, room blocks, traveler communications and prepare rooming lists.
• Oversee event details including décor, food & beverage, audiovisual, rentals, security, entertainment and special requirements.
• Collaborate with Communications, HR, IS and other departments to create digital, promotional and multimedia materials on schedule.
• Create event critical paths, manage budgets and monitor expenses.
• Provide onsite event support covering setup, execution, teardown, staffing, logistics and shipping.
• Partner with executive sponsors or regional coordinators on agendas, speakers, presentations and detailed schedules.
• Arrange attendee transportation (flights and ground) and coordinate meals and breaks throughout events.
• Maintain vendor databases, pricing matrices, event calendars and records.
• Support corporate travel administration and drive process improvements.
• Perform expense coding and work with Accounts Payable to reconcile and ensure timely payment of direct‑billed invoices.

Requirements

The ideal candidate has completed secondary education or a travel‑related certification, with at least four years of experience in meetings and events and two years focused on hotel meetings, RFPs and contracts. Strong vendor management, negotiation and customer service skills, excellent communication across diverse stakeholder groups, and proven ability to manage competing priorities are required. Proficiency in Microsoft Office, high attention to detail, problem‑solving ability and the capacity to work independently in a fast‑paced environment are essential.

• Completed secondary education or certification in travel‑related courses.
• Minimum 4 years of meetings and events experience in corporate, hotel or convention settings.
• At least 2 years handling hotel meetings, RFPs and contracts (preferred).
• Strong vendor management, negotiation and customer service abilities.
• Excellent interpersonal, written and verbal communication skills across diverse stakeholder groups.
• Proven ability to manage competing priorities with strong time‑management, organization and attention to detail.
• High proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).

Benefits

This hybrid position combines remote work with on‑site attendance as business needs dictate, and occasional travel to various office locations may be required. Flexibility is provided to meet event schedules and stakeholder expectations.

Ledcor is one of North America’s most diversified construction companies, recognized for its diverse workplace culture, employee wellbeing and commitment to equity, diversity and inclusion. The organization offers a competitive total rewards package, opportunities for skill development, and an inclusive environment where all qualified individuals are encouraged to apply. Adjustments are available throughout the hiring process to ensure accessibility.

• 20‑month fixed‑term contract with health, dental and vacation benefits.

Training + Development

Interview process

Visa Sponsorship

Security clearance