001 - Events Coordinator

About the Role

The Event Support Coordinator oversees a diverse range of clerical office tasks to aid company administration and correspondence during special events. As a member of the Event Support team, you will be integral to the planning, implementation, and post-event processes for various occasions. Your duties encompass coordinating logistics, aiding in setup and teardown, facilitating communication channels, and striving to ensure a favorable experience for all attendees.

What you will be doing

Logistics Coordination:

• Assisting with coordinating logistical aspects of events, including venue selection, catering, transportation, audio-visual requirements, entertainment and MNO branch coordination.
• Work closely with vendors and suppliers to ensure timely delivery of services and materials.
• Work with Finance to coordinate and track all purchase orders and payment requisitions to the final payment of all services and Materials.
• Assist with Tradeshow vendor coordination.

Set-Up and Breakdown:

• Assist in the set-up and breakdown of event spaces, ensuring all elements are in place according to the event plan.
• Support with the dismantling process to ensure efficient and organized post-event cleanup.

Communication Management:

• Support with event-related inquiries from participants, vendors, sponsors, and internal teams.
• Distribute information and updates to relevant stakeholders before, during, and after events.

Attendee Engagement:

• Ensure a positive experience for attendees by aiding, answering questions, and addressing concerns during events.
• Collect feedback to identify areas for improvement in future events and post-reporting.
• Send post-event surveys and collect data to aid in post-reporting.

Team Collaboration:

• Collaborate with cross-functional teams, including branch coordination and finance, to align event objectives and goals.
• Communicate effectively with team members to ensure everyone is well-informed and on the same page.

Problem Solving:

• Understand the key stakeholders to quickly and effectively address any issues or challenges that arise and ensure decisions align with the objectives to ensure the smooth progression of activities.

Documentation and Reporting:

• Maintain accurate records of event details, expenses, and other relevant information.
• Contribute to post-event reports on recommendations for future improvements.

Working Conditions:

• With advance notice, the role may require working evenings, weekends, and holidays, especially during peak event seasons. Travel may also be necessary depending on the nature of the events.

Qualifications

• Previous experience in event coordination or related roles, minimum of 1 year.
• Excellent organizational and multitasking skills.
• Strong communication and interpersonal skills.
• Detail-oriented with the ability to troubleshoot and problem-solve.
• Familiarity with event management software/tools is a plus.
• Strong reporting skills.
• High level of proficiency in Microsoft Office – Outlook, Excel, Word, PowerPoint
• Excellent communication, both written and verbal.

Positions at the MNO may require the following:

• Current CPR/First Aid certification or ability to obtain
• Completion and maintenance of Vulnerable Sector Verification
• A reliable vehicle (or ability to rent), driver’s licence, $2,000,000 liability insurance, and a clean driving record
• Flexibility to work extended hours as necessary
• Ability to occasionally travel within Ontario for limited periods of time