Event Coordinator Specialist
2 weeks ago
Davies Ward Phillips & Vineberg LLP is a leading Canadian law firm that excels in high-stakes matters. With offices in major cities, we consistently take on the most challenging deals and cases in Canada and abroad.
A Collaborative Work EnvironmentAt Davies, we prioritize supporting our people as much as serving our prestigious clients. Our team is dedicated to creating a collaborative environment where members from diverse backgrounds feel valued and encouraged to share their ideas while working alongside top legal and business professionals who are eager to share their knowledge and experience.
Job OpportunityWe are seeking a proactive Event Coordinator Specialist to join our Marketing and Business Development department on a 14-month contract in our Toronto office. Reporting to the Director, Events and Sponsorships, the successful applicant will play a crucial role in planning and executing a diverse range of events.
Key Responsibilities- Plan and execute complex virtual, hybrid, and in-person meetings and events, ensuring seamless execution and high-quality outcomes.
- Oversee sponsorships and donations, handling approvals, invoicing, and internal tracking to maintain accurate records and ensure timely payments.
- Liaise directly with lawyers and key stakeholders to understand their needs and preferences, fostering strong relationships and ensuring effective communication.
- Manage event logistics, including venue and vendor sourcing, budgeting, and registration, to ensure smooth event execution.
- Create and distribute event invitations, reminders, and thank-you emails to promote events and maintain a positive attendee experience.
- Assist with event collateral and presentations, ensuring high-quality materials that align with the firm's brand and messaging.
- Research and manage client gifts and promotional merchandise, selecting items that reflect the firm's values and enhance client relationships.
- Support firm season-ticket allocation and hospitality suites, coordinating logistics and ensuring a positive experience for clients and staff.
- Contribute to weekly and quarterly event reports, providing insights and recommendations to improve future events.
- Handle event-related expenses with accounting, ensuring accurate tracking and timely reimbursement.
- Perform additional tasks as needed, demonstrating flexibility and a commitment to delivering exceptional results.
- Certificate in event management and/or Bachelor's Degree preferred, demonstrating a strong foundation in event planning and coordination.
- 5–7 years of event coordination experience in a professional setting, with a proven track record of delivering successful events.
- An enthusiastic team player capable of working in a precise, fast-paced environment, with excellent communication and problem-solving skills.
- Highly organized and detail-oriented, with the ability to manage multiple tasks and priorities.
- Effective communicator with strong problem-solving skills, able to navigate complex situations and find creative solutions.
- Familiar with new technology, event platforms, and local events, with a willingness to learn and adapt to new tools and systems.
- Proficient in Microsoft Office Suite, CRM systems, HTML, Adobe InDesign, and Illustrator, with a strong foundation in digital tools and software.
- Ability to work overtime, as required, demonstrating flexibility and a commitment to delivering exceptional results.
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