Corporate Event Coordinator

Are you someone who enjoys working with various departments and delivering key message to the market? Good news, this role is at the forefront of public perception on how we present ourselves and are received by the market on an international stage.

The CEC is responsible for all event planning including tradeshows, conferences, seminars and any internal or external facing events that may arise. The CEC will be involved in all aspects of the Continued Education (CE) department for CRD and CCI from start to finish ensuring all events meet our key pillar of “providing leading education”. Specifically, the CEC will actively manage the detailed planning of every aspect for events including checklist adherence, proactive and timely follow-through, strong contingency planning, and effective communications with internal and external/third parties.

This role is fast-paced and ideal for someone who thrives on seeing things really come together and appreciates the value and satisfaction of great (thorough) event design achievement. The nature of the role often has logistics and product delivery challenges thus a commitment of timelines, attention to detail, and strong problem-solving and creativity skills are required.

Accountabilities

1. Planning

• Create and monitor progress of specific tasks related to the event planning and those supporting such tasks

• Coordinate with all internal stakeholders to ensure an exhaustive understanding of the event specific needs (and desired outcome) is captured and the plan is reflective of those needs • Prepare multiple levels of pre-event briefings for key events which include:

1. Delegate list and dossiers of high value VIPs (can include brief internal bios / purchase history and CRD goal for the event as it related to individuals)
2. Event / situational briefing for the executive team and key CRD members to prepare them for maximum ROI
3. Guest and sales team travel planning and what to expect pre-readings
4. KOL interaction and preparedness kit (schedule of events, what to pack and what to expect)

• Book all flights, accommodations, transportation, etc. for events that require it and for major events working with others to collectively secure the booking and coordinate division of labour

• Ability to build redundancy and train others in the organization including administrative personnel to perform your duties in your absence and/or act on your behalf (alongside or solo) onsite at key events

• Prepare participant course package (course notes, note paper, name badge)

2. Event Venue and Contractor Management

• Overall event management including ensuring the venue, suppliers, audio visual, caterers, and all auxiliary services are appropriate for the status and sophistication of the event we are aiming to accomplish

• The CEC must meet with vendors at the venue to help with set up, collect (pre-agreed upon) supplies and working with employees to ensure the completion of a successful event (when needed)

• Serve as the main contact for all concerns or challenges that arise at the event (requires the availability of afterhours commitments)

• Work and communicate effectively with the logistics coordinator to ensure all necessary materials are delivered and returned

• Be very hands-on when needed, teamwork is critical

• Actively network and source out new partners to host events

3. Scope of Coordination

• Coordinate multiple events at one time for CCI and CRD including VIP events, Tradeshows, and Education events including hands-on events

• Coordinate with the Commercial and marketing teams to plan VIP events in Canada and the USA from concept to cleanup, including:

1. Presenting venue options, capacities, logistics, invitation and RSVP coordination, day of concierge services, surprise “live” challenges, wrap up and post event debrief evaluation

• Ensure KOL contracts are provided and signed

• Coordinate booth design, floor plans and set up. Organization with internal and external stakeholders to ensure that CRD’s booth / rentals / graphics etc. arrive on time and are installed by deadline, ensure invoices are correct and paid

• Coordinate with the CE team to plan and update course schedules (12-18 months out)

1. Communicate effectively with speakers and specialists to ensure they are on our schedules, content, and programs etc.
2. Work closely with sales and marketing managers for event staffing

4. ISO Procedural Knowledge:

Applicable job-related ISO Procedures as outlined in the ISO training matrix. All ISO training is maintained and administered by the ISO Management Representative.

Qualifications

• A diploma in Event Management is a strong asset

• 5+ progressive years of relevant experience as an event coordinator, event planner or similar with the similar size and scope of responsibility

• Strong attention to detail, and strong problem-solving skills (thinking outside of the box when necessary)

• Experience with creating and maintaining budgets

• Strong communication skills (written and verbal/presentation)

• Effective time management skills with the ability to meet regular deadlines

• Highly proactive and thrives in a fast-paced and multi-tasking environment

• Strong active listening and negotiating skills

• Must be able available to attend CRD/CCI course/events as needed-Travel requirement 30% (some busy period you may be expected to be away for 2 – 3 consecutive weeks at a time.)

• French would be an asset

• Dental background would be an asset


Apply