Events Coordinator

2 weeks ago

Toronto, Canada Zeifmans Full time

**Events Coordinator and Administrative Assistant**

**About Us**

Zeifmans is a tax, accounting and consulting firm that understands clients’ needs and the full range of solutions available. We work within the rules to make the rules work for our clients. We give straightforward, intelligent advice that consistently add to our clients’ bottom lines.

**About the Position**

Reporting to the Office Manager, the Events Coordinator and Administrative Assistant supports the smooth delivery of large staff events by handling the details and coordination of the Social Committee volunteers and by researching event options to determine event locations, entertainment, catering and related activities. In addition, this position is responsible for working closely with the office administrative team to support reception and support the coordination the company’s Client practice management and administrative functions.

**Summary of Responsibilities**

Events Coordination:

- Work with the social committee, internal stakeholders and management to establish event scope, finances and ensure that all expenses are within budget.
- Research and brainstorm creative and appropriate ideas for company-wide events and effectively communicate them to team members and senior management.
- Hold social committee meetings as required to consult and finalize event plans and details.
- Organize logístical aspects of all events; act as main contact and oversee all details and happenings at event with the support of the social committee or other administrative staff (catering, transportation, equipment, signage, and other necessary supplies).
- Prepare a variety of documents such as pre & post-event surveys, debriefs, evaluations, reports, and presentations.
- Maintain and manage event databases, budget templates, materials & supplies, (post-event) reports, schedules.
- Liaise and maintain professional relationships with staff, committee members, Partners, vendors, and suppliers.

Supporting Firm Administration:

- Performing Reception duties daily during scheduled lunchtimes, vacations or as required, by appropriately directing all communications, greeting visitors and ensuring the reception and meeting room areas are kept clean and tidy at all times.
- Supporting the administration of Client Practice Management files, including accurate data entry and maintenance of Client billing and details, including scanning and uploading documents to ensure electronic files are current and accurate.
- Organizing and maintaining client paper files, whether located in-office or off-site.
- Handling all incoming/outgoing couriers and mail while ensuring company policies and procedures are followed with special attention to time-sensitive and confidential packages, including copying and distribution. Assist with ordering courier supplies as needed.
- Assist with meeting scheduling, including booking of boardrooms, arranging lunch or beverage services, decorating for events as required, while maintaining a clean and tidy professional office environment.
- Attend reception during extended tax season hours which are for the months of March and April (Mon-Thurs 8:30am-8:00pm, Sunday’s 10:00am-4:00pm) Regular work hours are Monday to Thursday 8:30am-5:30pm Friday’s 8:30am-3:00pm.
- Assisting with other projects, as required by the Office Manager.

**Summary of Experience**
- 1+ years of professional office administration experience and event planning
- 2+ years of event coordination experience.

**Requirements**:

- College or post-secondary degree, Certificate or Diploma in Hospitality, Administration, Event Planning, an asset.
- Experience with food delivery service account management, an asset.
- Excellent interpersonal, oral, and written communication skills.
- Ability to prioritize and handle multiple requests at once with strong organizational skills.
- Team player, with willingness to support the administrative team, as required.
- Proficient use and understanding of Microsoft Office with an emphasis on Excel and Word.

**Great Ideas. Positive Impact. That’s Zeifmans.**

**Zeifmans Offers You**:

- Mentorship - our teams operate with an “open door” policy
- Collaborative environment - everyone has a say in our success
- Full benefits and insurance for you and your immediate family members, paid by the firm
- Summer Fridays Off & Short Fridays all year long (3 pm office closure)
- Mental health resources and on-going mental health support
- Providing you with opportunities to give back and support your community

**Why Zeifmans?**

At Zeifmans, you are not just a number, you are an integral member of our growing Zeifmans team. We are a home to number-crunchers, big thinkers, day dreamers and scholars - because delivering big ideas for such a breadth of clients takes all kinds of wonderful minds.

**Helping you succeed at every level**:There’s tons of room for personal and career growth, along with perks like year-long early Fridays.

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