Event Coordinator

■ EVENT COORDINATOR

CONTRIBUTING TO THE CMPA

The Corporate Services department provides strategic stewardship of the Association’s physical assets and property portfolio, enabling effective and efficient operations across the organization. The department delivers integrated purchasing, supply chain management, leasing, contract management, archiving, and information intake services, and provides strategic leadership and coordination for organizational events and meetings that support business objectives and stakeholder engagement. Corporate Services also advances enterprise risk management by ensuring robust fire and life safety, business continuity, insurance, and physical security frameworks that protect people, property, and continuity of operations.

POSITION OVERVIEW

The Event Coordinator contributes to the organization by supporting the planning, coordination, and delivery of in-person and synchronous virtual events under the direction of the Lead, Event Services and with guidance from Senior Event Coordinators. This role is responsible for coordinating event logistics, supporting stakeholder communications, maintaining event documentation, and helping ensure events are delivered efficiently and professionally.

The Event Coordinator supports a portfolio of smaller meetings and events while supporting larger, more complex events led by senior team members. The role works closely with internal clients, speakers, vendors, venues and other stakeholders to ensure a positive attendee experience and successful event outcomes.

The Event Coordinator demonstrates strong organizational skills, attention to detail, and a commitment to customer service. The position contributes to continuous improvement efforts by participating in event evaluations and identifying opportunities to enhance processes and service delivery.

POSITION ACTIVITIES

Event Planning & Coordination

• Coordinates logistics for assigned events, including venue arrangements, catering, audiovisual requirements, registration management, speaker coordination, travel arrangements, and attendee communications
• Manages assigned meetings and events of low to moderate complexity, ensuring timelines, budgets, and deliverables are met
• Supports senior team members in the planning and execution of large-scale conferences, governance meetings, professional development programs, and member events
• Assists with vendor sourcing, quote collection, contract administration, and invoice processing in accordance with organizational policies
• Maintains event documentation, project plans, attendee records, and event materials, ensuring information is accurate and up to date
• Assists in the development of event schedules, run-of-show documents, attendee communications, and program materials
• Provides onsite and virtual event support, assisting with registration, speaker management, attendee experience, and vendor coordination
• Identifies and escalates event-related issues to senior team members as appropriate

Other

• Assists with the preparation of post-event reports and recommendations
• Uses and maintains established event tools, templates, and procedures and provides feedback for improvements
• Maintains awareness of current event industry trends, best practices, and emerging technologies
• Performs other related duties as assigned

EDUCATION AND EXPERIENCE

• Minimum 2-year diploma or certificate program from a College or CÉGEP
• Minimum 2-4 years of relevant experience, preferably in event planning and meeting coordination both onsite and virtual
• Experience with MS Office Suite (Excel, Word, PowerPoint) and internet browsers
• Technical aptitude, including the ability to understand and troubleshoot basic audiovisual equipment
• Experience in a high volume, deadline driven environment
• Experience supporting event budgeting and invoice processing

SKILLS AND ABILITIES

• Strong verbal and written communication skills with the ability to engage effectively with employees at all levels (bilingual in English and French a strong asset)
• Strong attention to detail and commitment to accuracy
• Ability to learn new technologies, systems and event management tools
• Ability to recognize and anticipate client needs and requirements
• Strong organizational and time management skills, with the ability to manage multiple priorities and deadlines
• Ability to work both independently and collaboratively within a team environment
• Demonstrated customer service, and relationship-building skill