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Bilingual Event Coordinator

1 month ago

Toronto Ontario CA, Ontario The Advocates'​ Society Full time

Ready to Launch Your Events Career with a Professional, National Community?

Fresh out of post-secondary with big dreams and a passion for event planning? Returning to the workforce with a wealth of experience and ready to jump back in? This could be your ticket into the creative and fulfilling world of professional event planning.

As our Bilingual Event Coordinator, you'll dive headfirst into planning gatherings that shape the Canadian legal landscape and supporting our members in both official languages (French and English). From cozy socials to grand galas, you'll be at the heart of creating memorable experiences for members of Canada’s leading not-for-profit association for the litigation bar.

If you're bursting with creative energy, have a knack for details, are fluent in both French and English, and are ready to build or re-build your career portfolio, we want to hear from you.


Position: Bilingual Event Coordinator (French and English)

Reports to: Manager of Events & Awards

Direct and Indirect Reports: N/A

Location: Toronto, ON (Hybrid work model)


About Us:

Based in downtown Toronto, The Advocates’ Society is Canada’s leading not-for-profit legal association dedicated to lawyers who practice advocacy. Celebrating 60 years of supporting Canadian advocates, we are proud of our reputation for delivering special events that inspire and connect members of the Canadian bench and bar. It is our mission to ensure every event – from small socials to gala dinners – is meticulously planned and executed, and we are seeking an enthusiastic Bilingual Event Coordinator to complete our small but mighty events team.


Role Overview:

Event Coordinators play a pivotal role in crafting, coordinating, marketing and executing events of all shapes and sizes that nurture collegiality for members of our Society. Reporting to the Manager of Events & Awards, you will lead event coordination efforts, support volunteer committees, collaborate with cross-functional teams, and contribute to the success of The Advocates’ Society.


Essential Functions:

• Coordinates collegial events under the supervision of the Events and Awards Manager, including liaising with venues, suppliers, program chairs and consolidating event budgets.


• Ensures the TAS calendar of special events and awards is accurate and current.


• Liaises with the marketing team to prepare and distribute marketing materials, signage, and other creative assets for all special events and awards. Works closely with the sponsorship team to ensure all sponsor commitments are delivered on the events they support.


• Works in iMIS database/CRM to support event execution, including processing registrations for special events (speakers, sponsors, guests, VIPs and staff), processing payments and refunds, preparing name badges, preparing seating plans/assigning tables, preparing invitations and other correspondence and supervising/troubleshooting on-site registration.


• Supports coordination of the Society’s awards including marketing of calls for nominations and/or recipient announcements, scheduling calls and meetings for award Selection Committees, receiving and organizing nominations/submissions, preparing and distributing materials packages for selection committees, ordering awards, preparing and distributing correspondence, and ensuring award presentation and event details are organized and communicated.


• Supports member volunteer committees, including scheduling calls and meetings, updating committee lists, preparing reports, attending meetings and taking minutes, as required.


• Utilizes and completes all required event documentation for every event. Ensures that all files and folders are up to date.


• Helps with on-site and virtual event execution of events.


Other Responsibilities

Responsible for additional deliverables and projects as evolving TAS business needs may require.


Knowledge, Experience, Skills & Abilities:

• College or University degree required.

• Previous experience coordinating events.

• Excellent written and verbal communication skills in French and English required.

• Able to communicate effectively with professionals at all levels.

• Solid time management skills including managing timelines and deliverables.

• Ability to concurrently manage a number of projects.

• Superior organizational ability and detail orientation.

• Ability to establish and maintain positive and collaborative working relationships with co-workers, members, and third-party stakeholders.

• Ability to maintain a positive client service orientation.

• Proficient with Windows and Microsoft Office suites including Outlook, Word, Excel, and PowerPoint.

• Experience using membership software is an asset.

• Experience using Zoom and other meeting and event online platforms is an asset.

• Highly motivated, proactive and self-initiating.

• Ability to work flexible/off-standard hours and occasional travel within Canada will be required.


**While we are proud to offer the convenience of a hybrid work environment, our events professionals must be within commuting distance of downtown Toronto for in-office event preparation and delivery of Toronto/GTA events, as required.


How to Apply:

If you're excited to bring your creativity and event expertise to The Advocates’ Society, we want to hear from you Apply on LinkedIn with your resume and a cover letter outlining your experience and interest in working with us. Applications without a cover letter may not be considered.


Start date: Immediate vacancy.