Coordinator, Conference Operations

3 months ago

Toronto, Canada Borden Ladner Gervais LLP Full time

We are BLG: Canada’s Law Firm. Our culture is one of vigilance and curiosity, Firm-wide collaboration, unfailing mutual respect and dedication. We pride ourselves on having standout talent and delivering an exceptional client experience.

We are a future-minded Firm delivering high-value advice and known for our unwavering commitment to innovation, diversity and inclusion, community involvement and talent development. Learn more about us at


Purpose of Role

The Coordinator, Conference Operations will play a pivotal role in the coordination and execution of regional and national events. This role supports Toronto event management and acts a bridge between the conference operations team and the events management team.

Key Responsibilities
Day-to-day assistance for the Manager, Conference Operations.

Events:

- Act as the primary point of contact for clients, coordinating event requirements with BLG service groups (reception, catering, facilities, AV).
- Manage event logistics, including creating name badges, signage, and other necessary materials.
- Provide on-site support during events, assisting with registration and ensuring seamless event execution. This requires flexibility of availability outside BLG Business Hours.
- Coordinate with BLG teams for approvals, lawyer invites, and marketing materials.
- Handle billing, including relevant event fees.
- Post event details, updates and feedback surveys.

Internal Regional and National Meetings:

- Serve as the main contact for meeting organizers, liaising with BLG service groups for reception, catering, facilities, and AV needs nationwide.
- Offer recommendations for suitable spaces and dates, troubleshoot issues, and provide expert guidance to ensure successful meetings.
- Manage invitations, RSVPs, and event updates on internal platforms.
- Vendor coordination
- Invoice review, tracking of project budgets and invoice processing
- Foster positive relationships with all stakeholders to enable success in related projects
- Develop an understanding of deliverables and contribute to success through a cooperative approach
- Assist with critical path management which ensures projects are delivered on time by identifying, calling out and making recommendations to mitigate any risks/challenges identified
- Carry out any other related responsibilities as required

Key Competencies
- Bachelor’s degree or Diploma in Event Management, Hospitality, or related field. Certification (or working towards) in special events, meeting planning (CPM), or project management (PMP) would be considered an asset
- 2+ years of experience in corporate event planning within a large organization, ideally in a professional services or legal environment.
- Excellent oral and written communication skills in English with an exceptional eye for detail including writing, proofreading and general quality control. French would be considered an asset.
- Has a process-driven, highly organized and exceptionally professional approach. Proactive with the ability to build relationships and easily gain the trust of diverse stakeholders at all levels of the organization.
- Demonstrated problem solver and decision maker, sound judgment and calm under pressure
- Strong professional with presence of mind to uphold the Firm’s standards of business and personal conduct, and respect a strict level of confidentiality.
- Independent self-starter capable of managing and prioritizing multiple time sensitive projects with mínimal supervision.
- A team player with excellent judgment, resourcefulness, flexibility and creativity who has the ability to work both independently and collaboratively within a team environment.
- Strong record of achievements and the ability to work under pressure to tight deadlines, and manage multiple projects with conflicting priorities.
- Experienced user of event management software as well as MS Office (Word, Excel, MS Project, PowerPoint, Visio).
- Strong technology skills including webinar platforms, virtual program development and hybrid event knowledge; experience using WebEx, Zoom, Teams, Remo is an asset.
- Demonstrated ability to work in a matrixed management environment.
- Ability to work overtime, when necessary.

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