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Associate, Corporate Event Planning

3 months ago

Toronto ON, Canada Cambridge Executive Connections, Inc. Full time

Operating under the founding principles of Cambridge Forums Inc., Cambridge Executive Connections (CEC) focuses on offering sophisticated learning and networking experiences for family offices, institutional investors, and advisors, from around the world. Along with our flagship Forums, we offer avenues for members to engage and develop meaningful connections with peers globally.

 

Based in downtown Toronto, our rapidly expanding business has created the need for a highly capable individual to join our Venues & Client Experience team. We are a close-knit unit, looking for a candidate who thrives in a fast-paced, ever-changing environment. Our ideal candidate is someone who can juggle competing priorities and deadlines, possesses excellent communication skills, has exceptional attention to detail, and thrives on delivering unmatched hospitality. 

 

Working closely with both the Manager and Senior Associate of Venues, Events & Client Experience, the Associate will be responsible for coordinating and overseeing the full lifecycle of programs from venue contracting to onsite execution – managing several events simultaneously, while working cooperatively with the internal team, external registrants, hotel partners and other vendors.

 

If you are passionate about delivering high-touch service, thrive in a team environment, love to travel and enjoy food, like working in a fast-paced environment, and want to join a growing business that is extremely passionate about what we do and who we serve, we’d love to hear from you. 

 

What You’ll Be Responsible For:   

  • Overseeing the full life cycle of events from venue contracting (up to 12-24 months ahead) to onsite execution, while following Program Critical Path schedules 
  • Managing an events calendar for as many as 8-12 events per year 
  • Coordinating logistics with hotel and restaurant venues – event schedule, menu selection, accommodations, transportation, AV, etc. 
  • Collaborating with internal team members to manage room allocations, attrition, and special requests 
  • Working with the internal sponsorship team to execute key deliverables for sponsored evenings 
  • Providing service excellence to event participants through effective communication of their itineraries, dietary, rooming requirements, and ad hoc requests 
  • Representing CEC’s brand through delivery of a meticulous pre-Forum and onsite client experience
  • Managing all onsite event details with flawless and professional presence, acting as a focal point between registrants, venues, and internal teams 
  • Communicating with event stakeholders on process changes, policy updates and any relevant and critical information 
  • Ensuring events stay on budget, avoiding waste and unnecessary spend, while delivering high-end, personalized service 
  • Assisting the Manager of Venues and Customer Experience in coordination of upcoming projects – research, costing, managing attrition dates, venue outreach, etc. 
  • Maintaining a venue database to organize and record critical venue information (pricing, occupancy, location, event tracking), and routinely capture new research from across the globe, relevant to our standards and requirements 
  • Executing site inspections to determine suitability of venues 
  • Working with the team to maintain best industry standards by implementing processes, launching new initiatives and reviewing status quo, on an ongoing basis 
  • Other administrative and event related duties as assigned 

 

Experience and Qualifications You’ll Bring to the Role:  

  • 2+ years in a corporate event planning role, either within the hospitality industry or for an individual company 
  • Exposure to working with hotel and restaurant venues and managing BEOs 
  • Proven ability to manage project plans and deliverables with hard deadlines 
  • Experience communicating and working with senior level clients 
  • A valid passport with no known travel restrictions (the role requires domestic and international travel)
  • Eligible to work in Canada
  • Intermediate level computer skills – MS Excel, Word, Outlook, CRM, Microsoft Teams, Zoom, SharePoint, design programs a plus. 

Characteristics and Skills You Possess:  

  • Client-centric – focused on creating and delivering high-touch experiences for event registrants 
  • Highly organized – strong time management skills, ability to manage numerous projects and events simultaneously while meeting hard deadlines 
  • Effective communicator – both written and oral communication with customers, suppliers, and all key stakeholders 
  • Meticulous with keen eye for detail – event planning and execution, budgeting, client service 
  • Agile and able to pivot in a fast-paced environment – comfortable with change
  • Resilient and resourceful – able to quickly make decisions and solve problems 
  • Adaptable – can maintain a calm and ‘can-do’ attitude under pressure 
  • Self-starter – inclined to take ownership of tasks/projects and able to work independently 
  • Collaborative – a team player and able to provide and receive feedback 
  • Relationship builder – enjoy developing and maintaining a network of event professionals and service providers, such venue contacts, photographers, A/V, etc.
  • Sense of humour – we spend a lot of time together as a team and have a lot of fun doing it

 

What’s In It For You:  

  • Full-time employment
  • Hybrid work environment – both remote and in the office 
  • Extended health care coverage
  • 3 weeks' vacation, plus summer and winter shutdown and half day Fridays in July and August 
  • Opportunity for bonuses based on company performance 
  • Company social and team building events
  • Opportunity to travel domestically and internationally to 5-star venues 
  • Being part of a small but mighty team, that has a lot of fun together and love what we do