Coordinator, Conference Operations

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Purpose of Role

The Coordinator, Conference Operations will play a pivotal role in the coordination and execution of regional and national events for the Firm including third-party Toronto events with remote support for Vancouver, Ottawa, Montreal and Calgary, and other locations as needed. This role supports the national scope of event management and acts a bridge between the conference operations team and the events management team.

Key Responsibilities

Day-to-day assistance for the Manager, Conference Operations.

Third Party Events:
- Act as the primary point of contact for clients, coordinating event requirements with BLG service groups (reception, catering, facilities, AV).- Manage event logistics, including creating name badges, signage, and other necessary materials.- Provide on-site support during events, assisting with registration and ensuring seamless event execution. This requires flexibility of availability outside BLG Business Hours.- Coordinate with BLG teams for approvals, lawyer invites, and marketing materials.- Handle billing, including third-party event fees.- Post event details, updates and feedback surveys.

Internal Regional and National Meetings:
- Serve as the main contact for meeting organizers, liaising with BLG service groups for reception, catering, facilities, and AV needs nationwide.- Offer recommendations for suitable spaces and dates, troubleshoot issues, and provide expert guidance to ensure successful meetings.- Manage invitations, RSVPs, and event updates on internal platforms.- Vendor coordination- Invoice review, tracking of project budgets and invoice processing- Foster positive relationships with all stakeholders to enable success in related projects- Develop an understanding of deliverables and contribute to success through a cooperative approach- Assist with critical path management which ensures projects are delivered on time by identifying, calling out and making recommendations to mitigate any risks/challenges identified- Required to carry out any other related responsibilities as required

Key Competencies- Bachelor’s degree or Diploma in Event Management, Hospitality, or related field. Certification (or working towards) in special events, meeting planning (CPM), or project management (PMP) would be considered an asset- 2+ years of experience in corporate event planning within a large organization, ideally in a professional services or legal environment.- Excellent oral and written communication skills in English with an exceptional eye for detail including writing, proofreading and general quality control. French would be considered an asset.- Has a process-driven, highly organized and exceptionally professional approach. Proactive with the ability to build relationships and easily gain the trust of diverse stakeholders at all levels of the organization.- Demonstrated problem solver and decision maker, sound judgment and calm under pressure- Strong professional with presence of mind to uphold the Firm’s standards of business and personal conduct, and respect a strict level of confidentiality.- Independent self-starter capable of managing and prioritizing multiple time sensitive projects with mínimal supervision.- A team player with excellent judgment, resourcefulness, flexibility and creativity who has the ability to work both independently and collaboratively within a team environment.- Strong record of achievements and the ability to work under pressure to tight deadlines, and manage multiple projects with conflicting priorities.- Experienced user of event management software as well as MS Office (Word, Excel, MS Project, PowerPoint, Visio).- Strong technology skills including webinar platforms, virtual program development and hybrid event knowledge; experience using WebEx, Zoom, Teams, Remo is an asset.- Demonstrated ability to work in a matrixed management environment.- Ability to work overtime, when necessary.