Event Administrative Coordinator

6 months ago

Toronto, Canada DM Lyons Consulting Full time

**_Salary: $50-60K/year_**

This is an exciting opportunity to join a growing small business. Based in Toronto, our client holds 8 - 10 in person meetings per year throughout the US and Europe. Due to company growth, they are looking to expand the team. This is a newly created role, with the opportunity for growth. The role is a full time, permanent work from home position. Within approximately one year, the individual hired would graduate to travel to these meetings and be responsible for on-site coordination.

**Role Summary**: Complete a variety of administrative tasks related to the annual meetings and help the Team by assisting to manage timelines on multiple projects, cost estimates, coordinating information to hotels, liaising directly with clients for attendance, and producing documents, spreadsheets, and reports as requested.

The ideal individual will have hotel experience, a valid Passport, and the ability to travel to the USA & Europe 8 - 10 times a year for approximately 3 nights per event.
- Believe in efficiency by helping to create simple and sensible solutions.
- Be an excellent communicator (both verbally and written) and understand how & when to adapt your style to better connect with clientele.
- Have superb attention to detail and a keen eye for creating brand aligned materials and documents.
- Thrive on creating order, timelines and procedures to drive efficiency but with the flexibility to accommodate the changing needs of the client base.
- Solution oriented and anticipate next steps.
- Have a solid understanding of Office 365 software. Working with and creating spreadsheets in Excel and a basic understanding of PowerPoint is required.
- Have a can-do attitude and high standards with respect to the quality of output.
- Be excited to grow with a company and be involved with shaping its future.
- Enjoy the balance of collaborating with a small team yet working independently.
- Understand the nuances of what it’s like to work for an entrepreneur.

**Required Skills**:

- Proficient in Word, Excel, and Outlook,
- Experience in Power Point to create photo directories in an existing template
- Experience in Weebly or WIX is an asset (managing and uploading content).
- Strong communication skills (verbal and written) in order to interact with senior lawyers and their Executive Assistants.
- Meticulously organized with the ability to manage multiple projects in various stages and helping to manage critical paths for each of the 8 - 10 programs executed.
- Attention to detail in formatting documents is a must, both in the content and brand alignment aspects.
- Previous experience in a startup environment and or the hospitality industry would also be an asset.
- 3-5 years’ experience in the hospitality industry (Front Office, Reservations, Catering, Conference Services, etc.)

**Role Description**:

- File for Continuing Legal Education (CLE) / Continuing Professional Development CPD accreditation
- Venue research
- Creating and managing rooming lists
- Liaise directly with hotels to communicate time sensitive information
- Creating and adhering to a food and beverage budget
- Collect client details and updating the data base
- Uploading items to the website

**Perks**:

- Permanent work from home position
- Travel to 8-10 meetings per year, staying at 5 star hotels
- Earn travel rewards
- Comprehensive health and dental coverage
- Annual office closure over the Christmas holidays

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