Senior Conference and Event Coordinator

Location:  Toronto, ON
Position Type:  Full time - Start date January 10
Job Category:  Administrative and Customer Service Support
Salary: $48,000 - $55,000
Industry:  Event and Conference Management
Required Education:  Post-secondary diploma or degree in related field
 
Work with people who love what they do! 
 
aNd Logistix is a highly respected company within the conference and event planning industry. We may be small, but we execute big ideas.
 
With over 28 years of experience, the professionals at aNd have a vested interest in our clients’ success. We stand proudly behind our service record. Our success has been and will always be measured by our clients’ success. We are extremely proud of the long-term relationships we have had with many of our clients. Our 95% repeat client track record speaks volumes about those relationships. We are equally proud of the fact that 99% of all new business comes from client and industry colleague referrals.
 
At aNd, we will do whatever is necessary to ensure we not only meet our client demands but we also exceed them.
 
We are currently seeking an individual who will grow to love our clients and their attendees as much as we do. You will be the shining star of our project coordination team providing excellence in project management and customer service.
 
Reporting to the President and Director of Operations and Client Relations, as the Senior Project Coordinator you will oversee all aspects of the project using planning, monitoring, and controlling processes from end-to-end. You will be responsible for completion of the project on time, on budget and on spec. To this end, you will perform a variety of tasks including, but not limited to, coordinating all resources and stakeholders, setting deadlines, assigning responsibilities and monitoring, updating, and communicating the progress of the project. This role has the potential to grow into a Project Manager position based on the individual’s success that will be evaluated with regular reviews.
 
As Senior Project Coordinator, your duties and obligations will include but not be limited to the following:
 
Project Administration

• Prepare critical path for clients, including timetables and deadlines
• Attend and schedule meetings and be available for conference calls as required
• Establish hotel and travel contracts
• Prepare status reports and meeting minutes for committees within 3-5 business days of meeting date
• Respond to client calls within same working day
• Supervise and check completed tasks done by other team members
• Be responsible for tasks delegated to team members
• Work with team on packing list and shipping/delivery manifest
• Maintain up-to-date documentation and event manuals and develop new templates

 
Registration and Website design:

• Work with client and web provider to produce conference websites and online reporting
• Assist with rooming list creation and communicate with hotel contact
• Assist with registration duties where required
• Be familiar with registration system and able to navigate if necessary
• Be responsible for tasks delegated to team members
• Ensure screenshots and reports are archived post-conference

 
Association & Volunteer Committee Management

• Coordinate conference calls and be available for all conference calls
• Take minutes at all meetings (including conference calls) and distribute to members
• Follow-up and monitor progress with members to ensure completion of assigned tasks
• Co-ordinate communication amongst members and/or committees

 
Program Development & Speakers

• Assist with program development and consult on program planning, to ensure proper flow of events and eliminate repetition
• Assist in the design, development, co-ordination, and printing of call for abstracts, preliminary brochure, preliminary program, and final program
• Compile received abstract submissions and distribute to Planning Committee for review
• Notify speakers of changes/additions the Planning Committee would like to make
• Contact speakers and arrange contracts
• Determine speaker audiovisual, technical and computer requirements
• Obtain speaker biographies, photo materials, and authorized releases of speeches
• Prepare Speaker Information Packages including terms, travel details, expense forms
• Co-ordinate arrangements for speakers with suppliers, such as staging, audiovisual and signage
• Arrange speaker travel and hotel accommodations

 
Finance

• Prepare and manage conference budget and provide regular updates to the client
• Provide recommendations and guidelines to all committees to ensure Conference comes in on budget
• Review and verify invoices for accuracy, process according to contracts and payment deposit schedules
• Review and prepare post-conference reports

 
Facility Management

• Conduct facility site inspections to determine meeting requirements and book all necessary space for Conference events
• Work with Client in establishing criteria for sites not yet confirmed
• Serve as main contact for the Conference and accommodation sites and selected suppliers
• Prepare facility résumés, function sheets and detailed “minute by minute” production schedule
• Arrange for any deliveries of conference materials
• Determine and arrange meeting and meal room set-up and requirements
• Liaise with hotel staff re: arrivals, departures, traffic movement

 
Supplier Management

• Obtain quotes and negotiate best possible price and services from all required suppliers, which may include graphic design and printing, décor and floral companies, entertainment, audio visual/multi-media, plus audio and/or video taping, translation (print and simultaneous), custom broker, transportation, security staff and medical staff, special needs (Wheeltrans, hearing impaired, etc.)
• Determine and co-ordinate requirements for all necessary components

 
Sponsors

• Assist in the development of potential sponsors database and maintain throughout project
• Co-ordinate sponsors' promotional materials required for delegates and on-site
• Update sponsorship ideas/package with any new ideas

 
Promotion, Marketing & Distribution

• Develop Conference theme and logo with Planning Committee and ensure both are carried
• Assist in the development, and continue to maintain a potential delegate mailing list
• Co-ordinate production, design and printing of preliminary program, registration form, brochure and any other promotional materials required, such as invitations, etc.
• Sourcing/researching promotional items

 
Food & Beverage Management

• Assist with the design of creative menus as per budget specifications
• Arrange tasting for Planning Committee to choose meals at all Conference sites
• Determine and arrange meal requirements for Conference delegates, guests, speakers, and exhibitors
• Review and confirm all contracts

 
Event Management

• Administer tendering procedures and establish billing procedures for all contracted services
• Provide on-going liaison between all concerned parties
• Negotiate and liaise with all facilities and suppliers required for, and during the event
• Manage all logistical arrangements involving entertainment
• Review and confirm all off-premise facility contracts
• In keeping with the event’s theme, research the most appropriate entertainment and theme decor 
• Obtain quotes and negotiate best possible prices and services
• Determine entertainment, audio visual and staging requirements based on budget specifications.
• Co-ordinate requirements for staging, lighting, sound, contract riders and all physical set up
• Prepare detailed "minute by minute" production schedule and facility résumés
• Co-ordinate on-site move-in/out schedules with chosen sites
• On-site liaison with suppliers, entertainment, and facilities
• Assure proper physical set-up of meeting/function space
• Collect internal and supplier post-conference recommendations

 
Exhibits & Trade Show Management

• Assist in the development of the exhibitor’s package including registration policies and procedures
• Serve as main contact for exhibitors, facilities, and selected show services companies
• Determine exact location of exhibition in relation to meeting rooms and create floor plan of show area and notify exhibitors of booth locations
• Consult with customs brokers and insurance agents
• On-site monitoring of exhibits, including move-in and move-out schedule, booth set-up, cleaning and security, signage, and electrical requirements with appropriate contacts
• Communicate with exhibitors during show
• Ensure consistency in exhibition activities, policies, and procedures, from year to year

 
Transportation

• Arrange transportation between hotel and all off-premises event venues and/or airports with necessary permits
• Confirm timing and schedules for departure
• Arrange and manage staff in all stages of event including onsite

 
Education & Qualifications

• Post-secondary diploma or degree in related field
• Minimum of 3 years project coordinator experience in a fast-paced environment
• Experience with planning corporate and association events, trade shows and transportation
• Experience working in virtual/hybrid meetings an asset
• Proficiency in MS Word, Excel, PowerPoint, and Outlook (strong Excel skills required)
• Strong computer and IT knowledge
• Must have respect for confidentiality and be discreet
• Well-developed time management skills with ability to multitask with efficiency and accuracy
• Excellent customer service skills with a positive attitude
• Strong leadership ability with problem solving skills
• Ability to work in a team environment and adapt to various roles - act as lead in some projects and as support on others
• Highly organized, detail oriented
• Must have flexibility to work outside of regular business hours if/when required
• Bilingualism (English/French) is an asset
• Working towards your CMP an asset – we will help you achieve your goal!

 
Working Conditions: General office environment with regular business hours from 8:30am - 5:00pm. On a regular working day, you will be expected in office for 8 hours a day Monday to Friday. Details will be discussed during the hiring process. Ability to work from home a couple days a week is an option that can be discussed after your introductory period. 20-25% of work will take place outside of these hours, including weekends, due to project deadlines and onsite event requirements.  Travel to client events may be required. Overtime is anticipated and compensated.
 
Please email your cover letter and resume to Sandra DaMota at sdamota@andlogistix.com.
 
Applications will be accepted on a rolling basis until a suitable applicant is found.
 
Please note: Applicants who do not already have legal permission to work in Canada will not be considered.
 
We thank all applicants for their interest and advise that only those selected for an interview will be contacted. No phone calls will be accepted.