Coordinator, Conference Services

3 months ago

Vancouver, Canada McCarthy Tétrault LLP Full time

**Job Description**:
At McCarthy Tétrault, we offer challenging and rewarding career opportunities and are delighted to have been selected for the eleventh consecutive year in 2023 as one of _Canada’s Top 100 Employers_ and one of _Canada’s Best Diversity Employers_. Our culture is built on professional excellence, collaboration, innovation, thought leadership and entrepreneurialism. We embrace inclusion in all its forms and we provide the tools and opportunities to help our people develop to their full potential.

This position is based out of **Vancouver**.

**Salary Range**:$53,000 to $55,000 annually

**As a Conference Services Coordinator, you will be**:

- Ensure that the first point of contact to the Conference Centres is welcoming, professional and friendly.
- Working in tandem with the Conference Services national team, Coordinators will manage the firm’s event management system to coordinate all aspects for the activities in our Conference Centres which includes:

- Maintaining visitor logs while ensuring confidentiality and security on the floor.
- Ensuring the rooms reserved are suited for the hosts needs according to established procedure, updating as necessary.
- Support firm members in the use of the EMS.
- Communicate boardroom requirements and coordinate adjustments to other service providers such as AV and catering.
- Aligning with the Conference Services Supervisors, Events team and catering providers to ensure all activities related to meetings or events are executed according to plan.
- Accommodate last minute bookings and room modification requests and make adjustments to other bookings based on priority.
- Ensuring all documentation, including meeting and event summaries and service orders are complete and accurate.
- Fostering strong client relationships as they relate to use of the Firm’s conference centre for client needs.
- Maintaining security and confidentiality regarding both internal and external client meetings and interactions.
- Ensuring that the Conference floor is clean, tidy and welcoming at all times. Reporting any areas requiring repairs or maintenance to the appropriate personnel.
- Ensuring all visitors from other MT offices are provided with a security access card and assist them to reserve a working space as required. Co-ordinate with Facilities, IT and catering if necessary.
- Other duties as assigned
- In addition to the above duties and responsibilities, this role will also fulfill as back-up to the Facilities Coordinator in their temporary absence for on site requirements. Specific training will be offered.
- Work with Conference Services Supervisor and Events Manager to ensure quality assurance for all onsite events:

- Coordinating both in-house third party providers and external vendors and suppliers in order to deliver on event needs pertaining to venues, rentals, entertainment
- Working directly with the third party Food & Beverage partner’s on-site supervisor to ensure catering activities are executed according to plan
- Communicating audio-visual requirements to IT and ensuring they are in place for the event
- Minimum of High School Diploma
- 3-5 years of related experience preferably in a professional hospitality environment.
- Professional certification and/or experience in Travel and Tourism, Hospitality and Hotel management, Event Planning is an asset.
- Exceptional interpersonal skills and customer focus. Strong professional demeanor. Personable, approachable disposition. Professional appearance (eg Business professional).
- Intermediate proficiency with MS Office (Word, PowerPoint, Outlook, Excel).
- Exceptional written and oral communication skills.
- Excellent time management, organizational and multi-tasking skills. Ability to work under pressure to meet critical deadlines, with a strict attention to detail.
- Ability to deal effectively with difficult situations; demonstrated effective problem-solving skills, discretion and patience.
- Strong process orientation. Effectively implements and adheres to existing processes. Proactively identifies and recommends opportunities for improvement.

**As a member of the McCarthy team, you will have access to**:

- Outstanding benefits from day one, including insurance premiums paid by the Firm and wellness and technology reimbursements.
- Competitive compensation, paid overtime and generous time off, including a day off to volunteer and a day off for your birthday.
- A commitment to professional development and growth opportunities for our people at all levels, supported by a culture that fully embraces and encourages two-way feedback.
- Strong community involvement and a commitment to equity, diversity and inclusion.
- A collaborative, cohesive culture that connects lawyers and business teams through collective purpose.

  • Conference Service Coordinator

    6 months ago

    Vancouver, Canada Pinnacle Hotel Vancouver Harbourfront Full time

    Job Summary: We are seeking a detail-oriented Conference Services Coordinator to join our team. The Conference Services Coordinator will be responsible for providing administrative support to the Conference Service Managers as well as ensuring up-to-date and timely communication is distributed to all operational areas with respect to in-house and upcoming...

  • Conferences and Accommodation Coordinator

    4 weeks ago

    Vancouver, British Columbia, Canada The University of British Columbia Full time

    Job OverviewWe are seeking a highly skilled Conferences and Accommodation Coordinator to join our team at The University of British Columbia. This is an excellent opportunity for individuals who enjoy working in fast-paced environments and providing exceptional customer service.

  • Conference Services Manager

    3 months ago

    Vancouver, Canada University of British Columbia Full time

    Staff - Non Union Job Category M&P - AAPS Job Profile AAPS Salaried - Conferences, Accommodations and Ceremonies, Level A Job Title Conference Services Manager Department Sales and Services | Conferences and Accommodation Compensation Range $5,365.42 - $7,709.92 CAD Monthly The Compensation Range is the span between the minimum and maximum base...

  • Conference Coordinator, Buildex Events

    6 months ago

    Vancouver, Canada Informa Connect Full time

    Company Description We’re part of Informa, a global business with a network of trusted brands in specialist markets across more than 30 countries, and a member of the FTSE 100. Our purpose is to connect our customers to information and people that help them know more, do more and be more. No other company in the world helps more people share professional...

  • Conference Services Manager

    6 months ago

    Vancouver, Canada Pinnacle Hotel Vancouver Harbourfront Full time

    At Pinnacle Hotel Harbourfront, our upscale hotel is focused on providing an exceptional personalized experience to our local and international clientele. Every day we come to work filled with passion to provide our guests with the best possible experience we can offer. If you’re interested in working with a remarkable team and creating unforgettable guest...

  • Conference Operations Specialist

    2 weeks ago

    Vancouver, British Columbia, Canada TED Conferences, LLC Full time

    About the RoleWe are seeking a highly skilled Conference Operations Specialist to join our team at TED Conferences, LLC. This is an exciting opportunity to be part of a world-class conference events team, executing large-scale events with precision and attention to detail.ResponsibilitiesCoordinate electrical and IT requirements, including collecting...

  • Conference Operations Associate

    4 weeks ago

    Vancouver, Canada TED Conferences, LLC Full time

    **Company Description** **_ Ideas Change Everything._** We believe this to our core. And we’re proud to play a role in discovering, debating and sharing the best of them. TED is devoted to curiosity, reason, wonder and the pursuit of knowledge — without an agenda. We welcome all who seek a deeper understanding of the world and connection with others,...

  • Administrative Assistant

    6 months ago

    Vancouver, Canada ICS International Conference Services Full time

    **We are Recruiting! - Administrative Assistant, with focus on Recruitment** **Reporting** This position reports into Human Resources. **Location** **The Company** A highly respected player at an international level, International Conference Services Ltd. (ICS), is a Professional Conference Organizer in business for over 48 years that works with...

  • Conference Operations Associate

    4 weeks ago

    Vancouver, Canada TED Conferences, LLC Full time

    Job DescriptionTED is looking for a Conference Tech Associate to join the Conference Operations team. This is an opportunity to support the execution of world-class conference events. You will have working knowledge and experience of the events industry, a flair for project management and strategic thinking, a curiosity for innovation and a passion for...

  • Conference Services Manager

    6 months ago

    Vancouver, Canada Pan Pacific Vancouver Full time

    ***: Located in beautiful downtown Vancouver, British Columbia, the Pan Pacific Vancouver is a luxurious Canadian iconic hotel towering over the Pacific Ocean with 23 stories of architectural beauty. The waterfront property eloquently boasts panoramic views of the Harbour Mountains, Stanley Park and the city skyline, like no other in the city. One of...

  • Conference Operations

    3 weeks ago

    Vancouver, Canada TED Conferences, LLC Full time

    Job DescriptionTED is looking for a Conference Tech Associate to join the Conference Operations team. This is an opportunity to support the execution of world-class conference events. You will have working knowledge and experience of the events industry, a flair for project management and strategic thinking, a curiosity for innovation and a passion for...

  • Leader, Associations and Conferences

    3 weeks ago

    North Vancouver, Canada Sea To Sky Meeting Management Inc. Full time

    ABOUT SEA TO SKY MEETING AND ASSOCIATION MANAGEMENT INC: Sea to Sky Meeting and Association Management Inc. (Sea to Sky) is an award winning company founded in 2001. Our core business is providing conference, event and association management services to associations and organizations around the world. Our clients include individuals, provincial, national and...

  • Event Lead

    5 months ago

    Vancouver, Canada AMS of UBC Full time

    Event Lead - Nest Catering & Conferences 6133 University Boulevard, 6133 University Boulevard, Vancouver, British Columbia, Canada Req #556 Friday, July 5, 2024 The Alma Mater Society (AMS) is the University of British Columbia’s (UBC) student society, and works to improve the academic, social and personal lives of the 56,000 UBC students at its...

  • Conference Services Manager

    6 months ago

    Vancouver, Canada Pinnacle Hotel Vancouver Harbourfront Full time

    At Pinnacle Hotel Harbourfront, our upscale hotel is focused on providing an exceptional personalized experience to our local and international clientele. Every day we come to work filled with passion to provide our guests with the best possible experience we can offer. If you’re interested in working with a remarkable team and creating unforgettable guest...

  • Conference Program Manager, BUILDEX Events

    4 months ago

    Vancouver, Canada Informa PLC Full time

    Job Description Exciting opportunity to join Informa Connect’s Buildings & Construction Group. A dynamic position has arisen for a Conference Program Manager to join the team to produce and deliver in person and virtual events for BUILDEX. BUILDEX events are Western Canada’s largest business-to-business events connecting the whole building industry....

  • Sales Support and Conference Specialist

    6 months ago

    Vancouver, Canada Chorus Call Canada Corp. Full time

    Chorus Call Canada Corp., located in downtown Vancouver, offers audio and video communications services with client across Canada and several international locations. The company is a subsidiary of a US-based family of companies with offices that circle the globe. It’s a vertically integrated company which manufactures the key hardware and software...

  • Administrative Assistant and Conference Specialist

    6 months ago

    Vancouver, Canada Chorus Call Canada Corp. Full time

    Chorus Call Canada Corp., located in downtown Vancouver, offers audio and video communications services with client across Canada and several international locations. The company is a subsidiary of a US-based family of companies with offices that circle the globe. It’s a vertically integrated company which manufactures the key hardware and software...

  • Catering Associate

    5 months ago

    Vancouver, Canada AMS of UBC Full time

    Catering Associate - Nest Catering & Conferences 6133 University Boulevard, 6133 University Boulevard, Vancouver, British Columbia, Canada Req #654 Friday, July 26, 2024 The Alma Mater Society (AMS) is the University of British Columbia’s (UBC) student society, and works to improve the academic, social and personal lives of the 56,000 UBC students...

  • Delivery Driver

    5 months ago

    Vancouver, Canada AMS of UBC Full time

    Delivery Driver - Nest Catering & Conferences 6133 University Boulevard, 6133 University Boulevard, Vancouver, British Columbia, Canada Req #552 Friday, July 26, 2024 The Alma Mater Society (AMS) is the University of British Columbia’s (UBC) student society, and works to improve the academic, social and personal lives of the 56,000 UBC students at...

  • Catering Associate

    6 months ago

    Vancouver, Canada Alma Mater Society of UBC Vancouver Full time

    The Alma Mater Society (AMS) is the University of British Columbia’s (UBC) student society, and works to improve the academic, social and personal lives of the 56,000 UBC students at its Vancouver campus. The AMS also runs nine food and beverage outlets, a catering and conference operation, and the AMS Student Nest, providing on-campus employment...