Events Coordinator

**Event Coordinator**

JOB SUMMARY

RESPONSIBILITIES
- Work with Bootcamp and Events Manager to schedule and document information for each Bootcamp event.
- Liaises with departments to review details and logistics of planned Bootcamp events.
- Work closely with Boot Camp Manager on logistics for each event (set up time, location, contact persons, catering, hotel booking, etc.)
- Communicates with hosts to obtain site information, discuss logistics and provide weblink for employers.
- Communicates with attendees in advance of the event to ensure participation criteria will be met and following the event for feedback.
- Organize event logistics, including but not limited to, catering, travel, team accommodations, and event supplies, within the allocated budget.
- Troubleshoot event issues in collaboration with the Bootcamp Manager. - Collaborate with Social Media staff to create marketing packages for upcoming Bootcamps and send them to the host.
- Communicate with community partners to address needs - Social service agencies, work force Planning Boards, local municipal governments, MPP’s offices, MP’s offices, Service Canada offices, Service Ontario offices
- Attend site visits, as necessary.
- Attend and assist with the execution of Bootcamp events
- Assist with Ministry Reporting - gathering information - writes final bootcamp report which informs the ministry reporting.
- Assist with recruitment of resources to attend Bootcamps.
- Liaises with the hosts if local politicians/guests are attending the event.
- Manage databases for the Bootcamp events
- Other duties as assigned. Event Logistics & On-Site Support
- Coordinate all event logistics for Bootcamps across Ontario, including travel, accommodations, meals, materials, and setup needs.
- Support the packing, tracking, and transporting of Bootcamp materials and supplies to and from event sites; to help ensure all items are ready, loaded, and returned after each event.
- Manage on-site registration and check-in for participants, employers, and guests.
- Support smooth event operations in partnership with the Bootcamp Manager.
- Coordinate day-of-event schedules and ensure assigned staff are confirmed and briefed for each Bootcamp. Team & Travel Coordination
- Arrange and confirm travel bookings (hotels, mileage reimbursements, car rentals if needed) for staff attending overnight or distant events.
- Maintain a staffing schedule for upcoming Bootcamps; proactively ensure coverage and communicate responsibilities to team members.
- Work with the Bootcamp Manager to adjust team schedules and logistics as needed based on event size, location, and requirements. Budget Tracking & Forecasting
- Support the planning and forecasting of budgets for Bootcamp-related expenses.
- Track and record event-related costs (e.g., catering, accommodation, supplies) and ensure spending stays within budget.
- Contribute to post-event budget reviews and identify cost-saving opportunities. Communication & Stakeholder Coordination
- Communicate professionally with Bootcamp hosts, community partners, and employers to confirm event details, site logistics, and special requirements.
- Provide timely and clear communication to stakeholders prior to the event, including logístical details, expectations, and follow-ups. Reporting & Documentation
- Maintain accurate event records, including registration lists, accommodation logs, travel itineraries, and expense tracking.
- Support the creation of post-event summaries and final reports for internal and Ministry reporting.
- Ensure all event data is entered and updated in relevant databases and tracking tools.

EDUCATION AND EXPERIENCE
- Minimum 2 years of work experience in an event coordinator or administrative role.
- Post secondary certificate or diploma in event planning, business administration, or related field.
- Previous experience in event coordination preferred.
- Previous experience in non-profit, community programming, or workforce development is a benefit.
- Knowledge of the skilled trades or apprenticeship pathway, nice to have
- Certificate in event or project management is an asset but not required.

KNOWLEDGE, SKILLS AND ABILITIES
- Comfortable with frequent travel across Ontario (including overnights).
- Exceptional verbal and written communication skills; able to interact confidently with participants, stakeholders, and team members.
- Confident public speaker with the ability to adjust communication style based on audience.
- Strong interpersonal skills; works collaboratively and builds positive relationships with internal and external partners.
- Highly organized with excellent planning, coordination, and time management skills.
- Able to manage multiple tasks, priorities, and tight deadlines in a fast-paced environment.
- Demonstrated ability to schedule and support teams effectively for events.
- Strong attention to detail in managing logistics, registration, supplies, and reporting.
- Solutions-oriented with creati