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Event Coordinator

1 month ago

Calgary, Alberta, Canada Osler Full time

Osler is seeking a skilled Event Coordinator to join our Client & Business Development Team in our Calgary Office.

The successful candidate will assist in the planning and delivery of exceptional client experiences. This is a client-facing role and the Coordinator will work directly with partners and senior management in the planning and execution of client seminars and social events.

Key Responsibilities:

  • Plan, coordinate, and execute all elements of off-site and on-site external client events, including invitations, RSVPs, venue, catering, layout, handling vendor contacts, coordinating between Osler departments, rentals, deliveries, boardrooms, IS requirements, and plans all necessary place settings, set up, and clean up, etc.
  • Work collaboratively with the Client Development team to determine event objectives, audience, format, scope, and budget.
  • Generate ideas and prepare event proposals for Client Development and lawyer approval.
  • Ensure every detail is attended to; performing last-minute quality checks (i.e., facility and equipment).
  • Coordinate the firm's client gifting program, including regularly sourcing new and interesting products.
  • Review final billing submitted to Client Development for events and prepare reports.
  • Provide restaurant recommendations and booking private rooms for smaller client dinners/lunches and provide invites for same.
  • Coordinate the drafting of invitations and the creation of targeted mailing lists.
  • Manage all virtual event technology requirements, including the firm CRM (OnePlace), CMS (Kentico), Zoom, and our preferred webinar platform, ON24.
  • Attend almost all events to ensure objectives are accomplished.
  • Some overtime is required.

Education and Experience:

  • Relevant community college or university degree.
  • Minimum of three years' experience planning and executing events.

Knowledge and Skills:

  • Strong event management background (preferably in a corporate environment) with a demonstrated knowledge of event planning and management principles, methods, and techniques.
  • Experience with event technology, including Salesforce, ON24, Zoom, and Marketing CMS, is strongly desired.
  • Proficient with MS Office, including Word, Excel, Outlook, and PowerPoint.
  • Strong customer-service orientation.
  • Ability to take ownership of projects and multi-task multiple concurrent events.
  • Superior accuracy, attention to detail, creativity, time-management, and organizational skills.
  • Excellent written and oral communication skills.
  • Creative flair and interest in creating new client events and experiences.

Accessibility and Accommodation:

Osler is committed to fostering a diverse and inclusive work environment and welcomes and encourages applications from people with disabilities and people with diverse backgrounds, identities, and cultures. Accommodations are available upon request for candidates in all phases of the selection process.

Background and Reference Checks:

Please note that any offer of employment will be conditional upon background and reference checks, including a criminal record check, credit check, and employment and educational verifications.