Events Associate

2 weeks ago

Toronto, Ontario, Canada Dimensional Fund Advisors Full time

Job Description:

This role plays a key part in supporting the planning, development, and execution of events to advance the company's strategic objectives. The ideal candidate should possess expertise in corporate event planning, encompassing contract management, handling multiple timelines, and overseeing office and event facility management.

Responsibilities:

  • Assist in contracting, planning, and executing events of various scales.
  • Coordinate logistics for internal staff and client events, covering audio/visual services, catering, decor, and vendor coordination.
  • Manage logistical components for virtual event broadcasts through platforms like GlobalMeet and Zoom.
  • Maintain and adhere to event calendars and timelines.
  • Collaborate with internal teams to finalize speakers and event agendas.
  • Communicate specific event material requirements to internal departments on a per-event basis.
  • Document and update event planning procedures.
  • Handle data collection and storage.
  • Act as an on-site coordinator to ensure event supplies availability.
  • Create and manage custom event websites utilizing Cvent software; oversee registration and attendee inquiries.
  • Ensure quality control for all conference materials, including proofreading and design validation.
  • Manage continuing education programs, application submissions, data maintenance, and compliance adherence.
  • Track and secure necessary approvals for conference invitations.
  • Perform other assigned duties, including assisting executives, managing expenses, and overseeing meeting services.
  • Supervise meeting and hospitality services for employees, clients, and guests.
  • Constantly explore ways to enhance employee and client experiences.
  • Collaborate with property management for maintenance and operational queries.
  • Assist with visitor and client management along with building staff.
  • Monitor departmental emails and manage incoming calls.
  • Coordinate with internal departments and other locations for employee onboarding and office maintenance.
  • Build and maintain relationships with suppliers and ensure office areas are organized.
  • Act as a representative for life safety and evacuation protocols.

Qualifications:

  • Bachelor's degree in hospitality, communications, or related field.
  • Minimum of two years' experience in corporate event planning or office administration.
  • Experience working with C-level executives with professionalism and discretion.
  • Strong customer service and interpersonal skills with a proactive attitude.
  • Team player capable of independent thinking, managing multiple projects, and meeting deadlines.
  • Problem-solving mindset with a focus on assisting others.
  • Ability to adapt to changing priorities, manage multiple tasks, and prioritize effectively.
  • Excellent verbal and written communication skills.
  • Detail-oriented with strong organizational and follow-through abilities.
  • Proficient in MS Office, Power BI, Dynamics, Cvent, GlobalMeet, and Zoom.
  • Knowledge of broadcast services and financial industry practices is a bonus.
  • Occasional travel may be required.

Dimensional provides various programs to support employees' well-being, families, and career growth, including comprehensive benefits and educational initiatives.

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