Conference Event Coordinator Professional

1 week ago


Toronto, Ontario, Canada Canadian Institute Full time

We are seeking a highly organized and enthusiastic administrative professional to join our team as a Conference Event Coordinator.

The successful candidate will play an essential role in supporting the Production Team with speaker acquisition and management, ensuring all event materials are up-to-date, and interacting with speakers, Conference Producers, and the Events team throughout all stages of the production cycle for live, virtual, and hybrid events.

About The Canadian Institute

The Canadian Institute is devoted to providing business intelligence that decision-makers need to respond to challenges both in Canada and globally. We operate as a think tank, monitoring trends and developments in various industry sectors, law, and public policy to provide leading-edge information.

Our company has grown to produce over 140 events annually, attended by thousands of senior delegates from across the country.

Key Responsibilities:
  • Assist and collaborate with the production team to manage conference speakers
  • Manage all conference materials, including speaker databases, pre-event communications, speaker biographies, and speaker materials

You will be a key point of contact for conference speakers, handling tasks such as sending out conference information, collating speaker presentations, coordinating speaker preparation, managing speaker responses, and updating the database and agendas.

Collaborative Role
  • Be a key point of contact for speakers onsite for in-person events and on the virtual platform for virtual and hybrid events
  • Occasional travel may be required based on the conference team needs
  • Collate questions for electronic polling sessions within the program
  • Arrange virtual pre-recordings or streaming into the event
  • Collate and proof-read presentation PowerPoints
  • Work with the Continuing Legal Education (CLE) Team to ensure PowerPoints and other materials meet CLE criteria
  • Brief the AV team before and onsite to ensure all speaker requirements are met
  • Help streamline processes and efficiencies
Requirements:
  • Bachelor's Degree preferred
  • Minimum two years' experience in an administrative support position
  • Excellent communication skills, creative, customer-focused, speaker-focused
  • IT literate, strong knowledge of Microsoft Office, Word, Excel, PowerPoint
  • Team-player who thinks like a leader
  • Deadline-driven, detail-oriented
  • Customer and people-focused, able to build relationships with conference speakers
  • Able to work independently and execute deliverables to ensure excellent and consistent speaker communications
  • Aptitude to evaluate and improve current processes and develop creative solutions within the team
  • Ability and willingness to travel nationally (10% travel)


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