Meeting & Event Planner

Osler, Hoskin & Harcourt LLP is one of Canada’s leading business law firms. Advising many of Canada’s corporate leaders, as well as U.S. and international parties with extensive interest in Canada, our more than 1,000 firm members are based in offices in Toronto, Montréal, Ottawa, Vancouver, Calgary and New York.

Osler prides itself on attracting and maintaining some of the brightest talent in the legal arena. Our lawyers, students, management and staff have created a unique firm culture which nurtures mentoring and the exchange of ideas. Osler is a dynamic and exciting place to begin a career or carve out a new path.

Osler is currently recruiting for a Meeting & Event Planner to join the firm’s Hospitality team in the Toronto office. In this position, the successful candidate will co-ordinate the provision of services for all boardroom meetings for the Firm in conjunction with the Information Services, Premises, Client Centre Administration and other groups within the Hospitality department.

Major Responsibilities

• Provides support to the Manager, Client Concierge Services with respect to onsite and offsite events for the Firm, which includes data management of event details, management of the Firm wide Meeting Planner mailbox, the offsite events (Toronto) reservation book, liaising with internal clients regarding upcoming and past special events, fielding enquiries about venue, menu, costing and other details
• Process boardroom meeting requests for Firm members, which requires ordering computer equipment, ordering changes to room set-ups, and placing Food and Beverage orders. Must ensure all meetings are entered and charged properly in the Firm’s Event Management System
• Places orders with vendors and ensure all catering orders are correct – this information is relayed from the Expeditors. Enter all food and beverage expenses into the Firms’ Event Management System, review all catering invoices, prepare invoice reports and ensure the prompt payment of invoices
• Update the EMS (Event Management System) database in order to keep accurate records of scheduled meetings, new lawyer and assistant information, and equipment inventories
• Works closely with Offices Services Coordinator and AV staff to ensure bookings are entered carefully and that all possible solutions and workflow considerations have been undertaken
• Supports processing department payables, including catering, event rentals, florals, equipment and other miscellaneous items Supports cost and recovery tracking with respect to all boardroom catering, for posting recovery invoices in EMS each month and credit card expense rectification (with guidance) for department credit cards
  
  

Position Requirements

Education and Experience

High school diploma and previous experience working in Hospitality Services and demonstrated experience with automated booking systems. A minimum of 1-year planning offsite events is preferred.

Knowledge and Skills

• Excellent customer-service skills
• Sound communication and interpersonal skills in order to deal with individuals at all levels within the Firm
• Sound problem solving skills
• Knowledge of I.S., Food and Beverage and Premises operations and the services they are able to provide
• Knowledge of computer applications such as EMS, EMS Web App (eBookings), Sharepoint, Social Tables, and Outlook
  
  

Accessibility and Accommodation

We thank all applicants for their interest in Osler; however, only chosen applicants will be contacted. Osler is committed to fostering a diverse and inclusive work environment, and we welcome and encourage applications from people with disabilities and people with diverse backgrounds, identities, and cultures. Accommodations are available upon request for candidates in all phases of the selection process.

Background and Reference Checks

Please note that any offer of employment will be conditional upon background and reference checks, including a criminal record check, credit check, and employment and educational verifications.

If you have the required background with the ability to provide exceptional customer service and wish to work in one of Canada's leading law firms, please reply in confidence with a cover letter and résumé by the closing date.