Event Coordinator

6 months ago

Toronto, Canada Allied Full time

Allied is looking for an **Event Coordinator **to join our team at The Well.

At Allied, everything starts with purpose. In the role of Event Coordinator, you will develop and execute top tier innovative brand events, engaging programs, culinary workshops and brand activations and ensure they are successful. These events will take place in the Retail Common Area, Event Court, Wellington Market, Wellington Event Venue, or in the lobby at 8 Spadina Ave.

This is a highly collaborative position as you will work closely with the marketing team, guest experience team, Retail Partnership department, specialty leasing manager, operations department, condo/rental suite concierge teams, PR agency, creative agency, sponsors, non-profit organizations, participating tenants and their vendors.

**What is The Well?**

The Well is a unique and innovative joint venture between Allied and Riocan.

Located at Spadina and Front, The Well brings together three million square feet of retail, office, and residential space constructed over 7.7 acres. Through this, The Well sets the stage for meaningful experiences that draw people from down the street and across the globe to eat, shop, work, live and play in Toronto.

**Who are you?**

We are building upon our achievements at Allied, and the future is exciting. How can we be so sure? We have people like you—engaged, risk-takers who consistently deliver their best.

Throughout your career, you have stood out for your pursuit of excellence. You are self-motivated, take ownership, and lead by example. In doing so, you elevate your team and collaborate towards your collective goals.

Above all, you are excited by Allied’s mission and the contribution we make to improve cities and communities.

**What will you do?**:

- Contribute to the marketing plan development through idea generation, concept creation, and budgeting;
- Coordinate & execute events by organizing logistics, ticket sales, participant confirmations, staffing requirements, on-site set-up and strike, media arrangements, staff training, and being present;
- Source, onboard and manage vendors, event concepts, and artists that will enhance the experience for our target consumer;
- Work with the Retail Partnership department to accommodate and enhance secured monetary sponsorship or contra sponsorship to elevate the event or program;
- Develop and execute give-back charitable opportunities to tie in community organizations. Foster these new relationships.
- Logistics:_
- Prepare and review floorplans and event layouts and ensure fire code restrictions are met;
- Coordinate after-hours support, pre and post-cleaning, and security supervision as required;
- Source, purchase and manage event vendors (equipment, AV, lighting, catering &supplies);
- Source, purchase and manage branded promotional products and print collateral;
- Implement VIP-access strategies for special events (media, dignitaries, industry personnel, office employees and on-site residents);
- Coordinate removal and the return of event space or common area furniture.
- Event Awareness Generation:_
- Coordinate the preparation and posting ofonsite signage for digital directory boards, poster stands, the digital marquee screen, and elevator screens;
- Contribute to the planning and production of external media placements to promote events;
- Update and manage a placemaking calendar as well as community online calendar postings;
- Prepare event communications to tenants, office employees and on-site residents and post on The Well’s website.
- Administration & Reporting:_
- Contribute to the marketing budget management, as it relates to events and activations. This includes purchase orders, invoice coordination and monthly accruals for event revenue and expenses. Ensure events stay within budget;
- Ensure required documentation is secured (TOA, license agreement, insurance certificates, SOPs, COI & WSIB, pricing and payment invoicing, etc.);
- Monitor tenant requests for event space and facilitate the coordination of temporary occupancy.
- Maintain a tenant, community and vendors database, file management and supply inventory system;
- Strive towards achieving goals and track critical progress and ROI. Generate Joint Venture partner reports to communicate results and metrics;
- Adhere to the corporate communication guidelines;
- Address and respond to operational issues that relates to events;
- Oversee the continuous review of all procedures, practices, standards and approaches as required.
- Perform general administrative tasks as requested.

**What are we looking for?**:

- 3-5 years of related experience;
- Post-secondary degree or diploma with a focus on marketing or special events;
- Proficiency with MSOffice Suite, and Adobe Acrobat;
- Strong organization and multi-tasking skills;
- Must be comfortable with writing copy;
- Strong verbal skills, written communication and interpersonal skills, including a proven ability to build relationships;
- Able to a

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