Events Specialist

2 weeks ago

Ottawa, Canada Gowling WLG Full time

**ABOUT GOWLING WLG**

At Gowling WLG, our dedication to excellence and quality service begins with our people. As a global law firm with offices across Canada, the U.K., Europe, the Middle East and Asia, we pride ourselves on sourcing and retaining top talent who bring energy, passion and commitment to the delivery of outstanding client service.

Employee satisfaction is important to us. We work hard to ensure that our people are motivated, engaged and empowered. We are guided by our firm’s Core Values - The Power of Teamwork, Always Striving to be Better, We all Bring Something Different - in all that we do.

Diversity, equity, and inclusion are an integral part of our firm’s core values. We are always striving to build a more equitable, engaging and rewarding workplace by attracting and retaining talented people from a diverse range of backgrounds, cultures and experiences. Our aim is to help everyone reach their full potential and achieve their personal and professional goals.

Our diverse group of legal professionals, law students, law clerks, paralegals, legal administrative assistants and business services team members work together, and are respected and valued for their individual contributions.

**PROFILE**

Working within our Administration Department and reporting to the General Manager, this position focuses on the assessment, design, planning, and coordination of events. The scope includes facilities planning, catering, transportation, entertainment and any other requirements for office, client and employee-related events.

**RESPONSIBILITIES**
- Work with office (and Firm) requestors and stakeholders to assess, plan and coordinate events, meetings, seminars, retreats and conferences.
- Work with the client services and facilities teams for catering, room configuration and AV arrangements for on-site event requirements.
- Develop and execute the logistics of events including facilities, food/beverage, transportation, entertainment and more.
- Lead the planning, project managing, budgeting and debriefing of events including the research and recommendations for event themes, vendors, suppliers, caterers, promotional items, offsite facilities (when required) and negotiate costs.
- Track event costs against approved budget.
- Liaise and work closely with third parties, coordinating service agreements, including research, invoicing, and contracts.
- Coordinate the approval of service agreements and subsequent invoicing.
- Attend events to ensure implementation success - identify and resolve issues to minimize complications.

**QUALIFICATIONS**
- Post secondary education in tourism or hospitality administration
- A minimum of eight (8) years' experience with event planning/co-ordination.
- Ability to think broadly about and work effectively with other administrative functions when delivering support and service.
- Demonstrate a high level of initiative and ownership in planning and implementing events.
- Strong organizational skills with an ability to set and re-define priorities and complete simultaneous projects with mínimal supervision.
- Must be flexible to work early mornings or evenings when required.
- Ability to communicate effectively with all levels of Firm members, with the aptitude to take care of clients’ needs in a proactive, professional and courteous manner.
- Capacity to work independently, as well as in a team environment.
- Ability to source and liaise with external parties to secure the best service possible, while maintaining a high standard to events.
- Ability to produce a high quality and quantity of work product, occasionally under tight timelines.
- Able to handle stress in a business-like manner.
- Knowledge of Microsoft Office Suite.

Gowling WLG employees benefit from a hybrid work environment.

Gowling WLG is dedicated to building a diverse and inclusive workplace. If you have a disability or special need that requires accommodation at any time during the recruitment process, please let us know.

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