Bilingual Sr. Event Coordinator, Conference

2 weeks ago

Toronto, Ontario, Canada Proof Experiences Full time

Bilingual Senior Coordinator, Conference & Events

Role Overview

As a Senior Coordinator, Conference & Events, you'll play a key role in bringing Conferences & Events (live, virtual & hybrid) to life You will collaborate with a variety of clients and senior team members, ensuring seamless execution from start to finish. We are looking for someone with experience in event event logistics, coordination and problem-solving to be instrumental in delivering exceptional experiences that leave a lasting impact. If you thrive in a fast-paced environment and love turning ideas into reality, this role is for you

What you'll do:

  • Oversee production and technical aspects of virtual events - from virtual event platforms to streaming partners to all production requirements.
  • Comfortable testing technology, virtual event platforms, and making informed recommendations to clients based on functionality, budget, and client-needs.
  • Participate in client update meetings & contribute program planning updates as needed
  • Assist with the scheduling, note-taking, and note distribution for client planning meetings as required
  • Assist with execution of activity, dining, speaker and gifting recommendations
  • Oversee registration and event communication process and reporting (sponsorship, attendee, speakers etc)
  • Venue/vendor sourcing, contracting and negotiations based on specified budgets
  • Vendor/city/product research
  • Research to maximize experience, budget and technologies used
  • Provide onsite support for events to assist with room set up, registration desk and other onsite responsibilities as well as virtual tech support
  • Bring forward feedback and unique insights from the field
  • Source and arrange travel and transportation
  • Assist with the packing and shipping of materials and ordering supplies
  • Assist with development of staff training resources and session logistics
  • Compile data on post program surveys and development of post program feedback summaries
  • Provide insightful program feedback to senior office staff
  • Remain up to date with key industry partners, suppliers and vendors

Who you are:

  • Highly motivated individual with a proven track record to deliver results with a solutions oriented approach
  • You have strong time-management and organizational skills to pivot quickly and manage multiple deadlines and priorities within a fast paced, high pressure environment. Ability to deliver in a deadline driven environment
  • Flexible team player who is able to quickly adapt to change and works well under pressure
  • Excellent communication skills (both written and verbal)
  • Strong relationship building skills with an ability to impact and influence at all levels
  • Ability to travel as required, a valid driver's license and passport is recommended and the ability to work variable hours (including weekends and evenings) driven by the needs of the business
  • Detail-oriented and take pride in the presentation and accuracy of your work

What you've done:

The successful candidate will possess the following qualifications:

  • Minimum 2 years of full cycle experience planning multi-day conferences, meetings and / or large events (live, virtual or hybrid)
  • Minimum 1 year experience with virtual event platforms such as Swoogo, Pheedloop, Hopin, Vfairs etc.
  • Experience with Event Management/registration software such as SurveyMonkey, EventWizard, Cvent, Fluid, etc.
  • Degree or post-degree certificate in Event Management, Marketing, Communications, Business or other relevant designation
  • Superior knowledge of Microsoft Word, PowerPoint, Excel & Outlook

About Proof Experiences:

Proof Experiences is committed to designing and executing insights-led and measurement-based brand experiences that deliver results. We strongly believe our people are the drivers of our success and we work hard every day to create an inspiring and engaging work culture. We have a reputation for fostering professional development, collaboration and pride in everything we do.

Follow Proof Experiences at proofexperiences.com and on Instagram & Facebook at @proofexperiences.

Proof Experiences is an equal opportunity employer dedicated to equity, diversity and inclusion in the workplace and encourages applications from all qualified applicants. If you require any accommodation during the recruitment process, please reach out to us.

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