Conference Services Coordinator

Job Description
McCarthy Tétrault is a Canadian law firm that offers a full suite of legal and business solutions to clients in Canada and around the world. At McCarthy Tétrault, we offer challenging and rewarding career opportunities in our offices in Toronto, Montreal, Quebec City, Calgary and Vancouver. We are delighted to have earned the distinction of one of Canada's Best Diversity Employers for the thirteenth consecutive year in 2025. Our culture is built on professional excellence, collaboration, innovation, thought leadership and entrepreneurialism. We embrace inclusion in all its forms and we provide the tools and opportunities to help our people develop to their full potential.

We are recruiting for a
Conference Services Coordinator
to join our team in our
Calgary
office.
This role is 5 days in office.
As a Conference Services Coordinator, you will be:

• Ensuring that the first point of contact to the Conference Centres is welcoming, professional and friendly.

• Working in tandem with the Conference Services national team, Coordinators will manage the firm's event management system to coordinate all aspects for the activities in our Conference Centres, including:

• Maintaining visitor logs while ensuring confidentiality and security on the floor. Ensuring the rooms reserved are suited for the hosts needs according to established procedure, updating as necessary.

• Supporting firm members in the use of the EMS .
• Communicating boardroom requirements and coordinating adjustments to other service providers such as AV and catering.
• Aligning with the Conference Services Supervisors, Events team and catering providers to ensure all activities related to meetings or events are executed according to plan.
• Accommodating last minute bookings and room modification requests and making adjustments to other bookings based on priority.

• Ensuring all documentation, including meeting and event summaries and service orders are complete and accurate.

• Liaising regularly with the Supervisor and the Conference Services Team on items pertaining to the operation of the Conference Centre. Providing assistance (logistics, scheduling ect,) during special events organized by the firm.

• Fostering strong client relationships as they relate to use of the Firm's conference centre for client needs.
• Keeping up to date on the firm changes and people in order to support client requests quickly and in a professional manner either in person, by phone or through our reception inboxes.
• Ensuring that policies for catering, security, health and safety are adhered to.
• Responsible for activating emergency protocols as required and report all security matters to management.
• Maintaining security and confidentiality regarding both internal and external client meetings and interactions.
• Ensuring that the Conference floor is clean, tidy and welcoming at all times. Reporting any areas requiring repairs or maintenance to the appropriate personnel.
• Logging and processing incoming and outgoing mail and deliveries that pass through Conference Services.
• Ensuring all visitors from other MT offices are provided with a security access card and assist them to reserve a working space as required. Co-ordinate with Facilities, IT and catering if necessary.
• Assisting the Facilities Coordinator with informing the landlord of any issues that need to be addressed, such as washroom repairs, burnt out lights, water leaks, etc.
• Working directly with the third party Food & Beverage partner's on-site supervisor to ensure catering activities are executed according to standards.
• Producing weekly recovery reports for finance as required.
• Other duties as assigned.

As our ideal candidate, you will distinguish yourself by the following profile:

• Minimum of High School Diploma.
• 3-5 years of related experience preferably in a professional hospitality environment.
• Professional certification and/or experience in Travel and Tourism, Hospitality and Hotel management, Event Planning is an asset.
• Exceptional interpersonal skills and customer focus. Strong professional demeanour. Personable, approachable disposition. Professional appearance (eg Business professional).
• Intermediate proficiency with MS Office (Word, PowerPoint, Outlook, Excel).
• Exceptional written and oral communication skills.
• Excellent time management, organizational and multi-tasking skills. Ability to work under pressure to meet critical deadlines, with a strict attention to detail.
• Ability to deal effectively with difficult situations; demonstrated effective problem-solving skills, discretion and patience.
• Strong process orientation. Effectively implements and adheres to existing processes. Proactively identifies and recommends opportunities for improvement.
• Ability to apply critical thinking in making day-to-day decisions, and in escalating and seeking supervisor assistance when appropriate.

As a member of the McCarthy team, you will have access to:

• Outstanding benefits from day one, including insurance premiums paid by the Firm and wellness reimbursements.
• Competitive compensation, paid overtime and generous time off, including a day off to volunteer and a day off for your birthday
• A commitment to professional development and growth opportunities for our people at all levels, supported by a culture that fully embraces and encourages two-way feedback.
• Strong community involvement and a commitment to equity, diversity and inclusion.
• A collaborative, cohesive culture that connects lawyers and business teams through collective purpose.

How to Apply:
We encourage external candidates to apply online and internal applicants must apply directly through our internal careers portal on Espresso. We look forward to receiving your application.

We thank all applicants for their interest in McCarthy Tétrault; however, only chosen applicants will be contacted. We regret that we are unable to respond to individual inquiries about application status. McCarthy Tétrault is an equal opportunity employer that fosters an inclusive, equitable, and accessible environment. Please notify us if you require accommodation at any time during the recruitment process.