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Event Coordinator Specialist
2 months ago
About Davies Ward Phillips & Vineberg LLP
We are a top-tier Canadian law firm focused on high-stakes matters, with a strong commitment to providing a diverse, inclusive and accessible workplace for our candidates and firm members with disabilities.
A position at Davies is more than just a job. When you join our team, you will be welcomed by a collaborative environment where team members of all backgrounds feel appreciated and are encouraged to share their ideas while working alongside some of the brightest legal and business professionals who are eager to share their knowledge and experience.
About the Position
We are seeking a proactive Event Coordinator Specialist to join our Marketing and Business Development department on a 14-month contract. Reporting to the Director, Events and Sponsorships, the successful applicant will play a crucial role in the planning and execution of a diverse range of events.
**Key Responsibilities**
- Plan and execute complex virtual, hybrid, and in-person meetings and events, ensuring seamless logistics and exceptional client experiences.
- Oversee sponsorships and donations, handling approvals, invoicing, and internal tracking, maintaining accurate records and ensuring compliance with firm policies.
- Liaise directly with lawyers and key stakeholders, fostering strong relationships and communicating effectively to drive event success.
- Manage event logistics, including venue and vendor sourcing, budgeting, and registration, ensuring timely and cost-effective execution.
- Create and distribute event invitations, reminders, and thank-you emails, maintaining a professional tone and attention to detail.
- Assist with event collateral and presentations, developing engaging content and materials that align with firm branding.
- Research and manage client gifts and promotional merchandise, ensuring thoughtful and relevant gestures that reflect the firm's values.
- Support firm season-ticket allocation and hospitality suites, coordinating logistics and ensuring a positive experience for clients and firm members.
- Contribute to weekly and quarterly event reports, providing insights and recommendations to drive continuous improvement.
- 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.
**Requirements**
- Certificate in event management and/or bachelor's degree preferred, with a strong foundation in marketing, business, or a related field.
- 5–7 years of event coordination experience in a professional setting, with a proven track record of success and a keen eye for detail.
- 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 prioritize tasks and manage multiple projects simultaneously.
- 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 marketing and event technology.
- Ability to work overtime, as required, with a flexible and adaptable approach to meeting deadlines and delivering results.
