Brand Events and Conferences Coordinator
4 days ago
**The Role**:
**Responsibilities**:
- Events and Conferences Support _
- Work with the recruitment team on mapping out and scheduling all industry related events that are aligned with the respective teams’ visibility and brand.
- Manage and coordinate all planned recruitment events, including conferences, career fairs, campus presentations, hospitality and sponsored events.
- Plan and manage events registration, set up, tear down and follow-ups with respective team members, including event success follow up / debrief.
- Establish a standard event procedure and communicate to all stakeholders to ensure smooth event execution.
- Negotiate with vendors (conference/booth vendors/hotels/restaurants, etc) for the most favorable terms.
- Process registration for all events with respect to the allocated budget and event protocols.
- Manage, collaborate and follow up with all stakeholders regarding events details, attendees, hotel bookings, venues, entertainment, giveaways and other event-related details.
- Ensure timelines are met regarding pre-registration and bookings.
- Coordinate and communicate with the marketing team to create and distribute promotional items for each event.
- Manage swag inventory, including handling shipping materials and giveaways to the different events.
- Research and validates venues and other related items as needed.
- Update conference tracker with events details, including budget tracking.
- Create and provide travel outlines for specific events and communicate to key attendees within VetStrategy and Daubigny, our sister company in Quebec.
- Create and manage a central database to capture events leads, students and events attendees.
- Coordinate with Marketing to draft the communication to the database as per the calendar.
- Ensure events leads and visitors are captured in the database through different mediums (conference scanner, door prize, etc) and prizes are awarded accordingly.
- Relate and follow up with the Talent Acquisition teams in regard to the communication schedule for the different events.
- Other responsibilities, as needed
**Qualifications**
- Minimum of 1 year of previous experience in a similar role
- Post-secondary education
- Bilingual (English, French), an asset
- A highly organized individual with a proven track record of managing projects successfully within a tight timeline
- Excellent communication, organizational, and analytical skills
- Adaptable, resilient and comfortable dealing with ambiguity
- Resourceful, with the ability to think outside of the box for creative solutions
- Comfortable in a fast-paced environment, and can manage competing priorities efficiently
- Rigorous follow up skills with stakeholders at different levels of the organization
- Positive with a can-do attitude
- Available to travel occasionally to attend events
**We are Relationship Focused**
- In every interaction with the hospitals, we build and maintain personal connections and trust. All relationships matter regardless of different levels, functions, cultures or geography.
**We Collaborate**
- Different perspectives are encouraged as we look for the best way to do things. We collaborate with the hospitals and one another to ensure that all work is in the best interest of the hospital and takes into account the unique needs of each location. We are externally focused on our hospitals rather than only internally focused on our processes.
**We Speak the Truth**
- We are honest and transparent. We can question or challenge without fear of negative repercussions. We support one another and take responsibility for ourselves.
**We are Humble**
- We’re all in this together. There is no room for ego or hierarchy mentality here. We are unpretentious and approachable. We support and appreciate one another. We regularly seek feedback without defensiveness. We reflect on our activities and the impact we have on others.
**We Take Care of the Rest**
- We view everything we do through the lens of the hospitals. We seek to understand first. Every decision we make is based on impact to patient care, client service, and hospitals teams. We do what’s best for the hospitals not just Home Office.
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