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Event Coordination Specialist

3 months ago

Brampton, Ontario, Canada Ground6 Consultancy Services Inc. Full time
Job Overview

We are seeking a dedicated Conference Management Professional to oversee the planning and execution of various events. This role is essential in ensuring that all aspects of the conference run smoothly and efficiently.

Employment Details
  • Employment Duration: Permanent
  • Working Language: English
  • Working Hours: 35 to 40 hours per week
Qualifications
  • Education: College/CEGEP
  • Experience: 1 year to less than 2 years
Work Environment
  • Relocation costs covered by employer
Event Details
  • Number of Participants: 50-99 participants
  • Duration: 2-4 days
Key Responsibilities
  • Formulate risk management strategies
  • Market conference and meeting services or special events
  • Design and implement emergency security protocols
  • Evaluate and select venues
  • Create marketing and communication strategies
  • Develop media strategies and public relations initiatives
  • Recruit, hire, and manage staff and/or volunteers
  • Prepare, present, and oversee budgets
  • Establish financial procedures
  • Develop sponsorship, partnership, or fundraising initiatives
  • Solicit donations for events
  • Review proposals and negotiate costs
  • Determine requirements for hospitality services, signage, multimedia equipment, printing, and other technical services, and manage contracts for these services
  • Coordinate the production or procurement of promotional materials
  • Organize shipping, receiving, and storage logistics
  • Assist in budget formulation
  • Support site selection and manage related details
  • Coordinate and oversee conference and meeting activities
  • Manage media services
  • Oversee setups, staging, seating, parking, communication systems, and other details for special events
  • Confirm and coordinate speakers
  • Implement registration systems
  • Manage social programs, food and beverage, transportation, and other services
  • Set up and monitor multimedia equipment
  • Plan and arrange accommodation and transportation services
  • Organize trade shows and exhibits
  • Develop schedules, goals, and objectives
  • Create registration systems and informational materials
  • Plan for necessary documentation and manage pre- and post-distribution of documentation (itineraries, evaluations, etc.)
  • Research and design special event programs
  • Plan for VIP arrangements
  • Organize translation and interpretation services
  • Book facilities for office personnel
  • Plan for traffic and crowd control and security
  • Organize social events and guest programs
  • Develop policies and procedures and manage other responsibilities
  • Prepare final financial and other reports
  • Manage event logistics
  • Plan and oversee webinars
  • Identify human resources needs
  • Develop and implement business plans
Work Conditions
  • Attention to detail
  • Ability to work under pressure
  • Meet tight deadlines
  • Fast-paced environment
  • Overtime may be required
Personal Attributes
  • Accuracy
  • Client-focused
  • Strong interpersonal skills
  • Excellent verbal communication
  • Exceptional written communication
  • Flexibility
  • Initiative
  • Organizational skills
  • Team-oriented
Health Benefits
  • Dental plan
  • Health care plan