Event Operations Coordinator

Location: Toronto, Ontario, Canada (virtual/hybrid)

Reports to: Head of Events 

Job Profile

The role of Event Operations Coordinator focuses on coordinating and assisting with events, ensuring seamless operations, and delivering an exceptional experience for speakers, award nominees, and event attendees. This position is a 12 month contract, with possibility of transitioning to full time.

Only the CVs of candidates who answer all screening questions will be considered.

Application closing date: October 30, 2024

Key Responsibilities

Specific duties and responsibilities include:

Speaker Management:

• Act as a secondary point of contact for speakers throughout their engagement, addressing any changes or issues as they arise.
• Add and maintain speaker details in tracking sheets and OneDrive after the symposium programme is created.
• Monitor speaker registration and keep tracking sheets updated.
• Follow up with speakers using templated emails for missing items such as registration, bio, photo, signed speaker release, and session notes/questions/slides.
• Create and send calendar invites for each session to appropriate speakers.
• Assist in the creation of various speaker-related documents for each event.
• Compare tracking sheets and website content for accuracy; serve as a backup for website manager when creating speaker reports.
• Create a thank-you list for the executive assistant/office manager after each event.
• Input speaker data into historical data sheets and Hubspot following events.

Event Support and Administrative Duties:

• Monitor key event dates and update the team with any changes or deadlines.
• Assist event team with logistics tasks upon request, such as venue sourcing, supplier research, symposium venue logistics, printing support, document review & updating.
• Regional/networking event administration: provide administrative support to the event team, including registration reports, badge assistance, and calendar invite management.
• Assist with producing symposium registration reports, assist with dinner seating & attendee communication.
• Support awards program, including updating committee member tracker, creation & distribution of assets & documentation, communicating with nominees & tracking registration.
• Provide administrative support for the Unicorn Challenge by reviewing assets, scheduling calls, and sending template documents to competitors.
• Provide administrative assistance in Hubspot for tracking and data entry.
• Document and maintain a detailed blueprint for the role, to enable others to learn the role as required.
• Onsite support at symposia as needed (exact cities TBD).

Skills required

• Highly organized and detail-oriented with the ability to handle multiple tasks simultaneously.
• Engages and collaborates well with clients and team members.
• Exceptional communication skills, both written and oral.
• Strong event planning, event administration and execution skills preferred.
• Ability to handle confidential information with the highest level of discretion.
• Flexible worker, with the ability to work remotely, either independently, or in a team setting.

Key Requirements

• 5+ years of experience in event coordination and/or event administration.
• Experience in professional services and/or event planning environments with multiple stakeholder groups/committees and consensus management, preferred.
• Willingness and ability to travel, domestically and internationally, without restrictions, approximately 5-10% per year.
• Proficiency with the Microsoft Office suite of applications. Experience working with customer relationship management (CRM) software considered an asset.

At Women in Payments, our professional network unites women from around the globe with a shared vision of gender parity. We are committed to diversity, equity, and inclusion, and believe that our workplace thrives when we build a culture that celebrates our differences.