Event Coordinator

Role Summary
This position provides support for the Event team and plays an integral role in dealing with attendees and the Customer Service Team through the Event RSVP process – distribution of invitations, managing attendee lists and overseeing the communication of weekly updates of attendees to marketing and production teams.  The position also requires ongoing communication with Conference Speakers to secure their presentation and materials in a timely fashion.  The event team relies heavily on this role for organization of files (hard and soft copy), print items required for events (place cards, nametags, agendas, conference information), ordering of the stock on promotional items, and shipping and tracking of event related items. 

About CI:
The Canadian Institute (CI) is devoted to providing the business intelligence that decision makers need to respond to challenges both here in Canada, and around the world. The Canadian Institute operates as a think tank, monitoring trends and developments in all major industry sectors, the law, and public policy, with a view to providing information on the leading edge. Headquartered in Toronto, CI has grown to produce more than 140 events each year, attended by thousands of senior delegates from across the country.

• Ongoing direct communication with Conference Speakers for all their presentation materials and travel arrangements
• Custom orders of promotional items as required
• Acts as Customer Service liaison for Event RSVP’s, including managing the onsite list;
• Assists event managers with event preparation requirements, specifically name tags, table cards, shipping requirements and master file management
• Works closely with Sponsorship Coordinator regarding exhibitor onsite requirements
• Conducts event venue searches as requested by the Event Manager
• Schedule technical briefings with speakers for virtual conferences
• Other responsibilities based on business need

• Ability to manage changing priorities in a high-pressure environment
• Ability to work independently when dealing with speakers, suppliers and the customer service team and also when resolving accounting-related issues
• Strong decision-making skills
• Ability to work in a fast-paced environment and multi-task requests
• Well-honed time management skills
• 3-5 years corporate office experience is required
• Event coordinating experience strongly preferred
• Must have advanced computer skills, specifically with Word (for general correspondence, agendas, placecards), Excel (for RSVP lists, function sheets, contact sheets) and PowerPoint (for presentation, invitations, nametags)
• Experience with virtual platforms preferred
• Occasional lifting (20 to 30 lbs) is required when receiving shipments and managing Events promotional inventory
• Limited travel is required;
• Experience with Adobe products is an asset

• Standard office environment and working hours
• Remote home-office(temporary)
• Packing and Lifting heavy boxes for conference preparation.

Equal Opportunities
The C5 Group of companies consisting of The Canadian Institute(CI) and American Conference Institute (ACI) values the diversity (all the ways in which we are different) of our colleagues. As an equal opportunity employer, we promote this diversity and ensure that persons are recruited, hired, assigned, and promoted without regard to race, religion, color, national origin, sexual orientation, sex, veteran’s status, age, gender identity, disability, familial status, pregnancy, or any other trait protected by law. 

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability or protected veteran status.