Event Coordinator

Join our team as an Event Coordinator, a pivotal role driving the success of our marketing strategy and brand growth. You’ll travel extensively, overseeing the planning and execution of key events, ensuring every detail is handled flawlessly. This role offers the opportunity to build meaningful relationships with attendees, including contractors and distributors, as well as event sponsors, industry partners who amplify the reach and impact of our events each year. If you thrive in a fast-paced environment, tackle challenges with enthusiasm, and excel as a collaborative team player, this role is perfect for you!

Responsibilities

• Assist in executing promotional and educational event strategies, tactical plans, and related projects from start to finish;
• Manage multiple event-related projects simultaneously, ensuring scope, timelines, and deliverables are clearly defined and tracked;
• Use project management tools to plan, track, and communicate project progress, timelines, and dependencies;
• Manage venue invoicing and ensure all contracts with business partners are accurately fulfilled;
• Coordinate with vendors, partners, and stakeholders to ensure seamless event execution;
• Support budget planning and monitoring, and manage project timelines;
• Source, evaluate, and select suppliers and service providers; negotiate pricing, terms, and agreements within approved budgets;
• Collaborate closely with internal teams (campaign managers, content creators, social media managers, marketing automation experts, project coordinators, etc.) and external partners (freelancers and agencies);
• Track project progress to mitigate risk and proactively identify and resolve potential bottlenecks;
• Anticipate and mitigate risks by implementing contingency plans as needed;
• Own administrative and coordination tasks, including stakeholder communications, payment schedules, BEOs, and travel bookings;
• Support and execute on-site operations for in-person events in Canada and the USA;
• Conduct post-event analysis and reporting, evaluating performance against key metrics and objectives.

A Day in the Life of an Event Coordinator

Your day starts with checking in on venue details, ensuring everything is set for upcoming events. You’ll spend time collaborating with the graphics, merchandise, and architect teams, ensuring all materials are ready and on-brand. Throughout the day, you’ll participate in brainstorming sessions to refine surveys, finalize event flow, and prepare platform setups. Managing your workload, you’ll stay on top of multiple projects, ensuring smooth execution and addressing any challenges that come up along the way.