Events Logistics Coordinator

Position Purpose

At Info-Tech we offer you fast-pace change and new experiences, flexibility, inclusiveness, learning & development, internal career mobility, measurement of the Employee Experience, and a culture built on strong relationships and support. This is where you want to be if you enjoy the exploration that comes with new ideas, changing business priorities, and business development.

As one of our Events Coordinators you play a critical role in the success of Info-Tech Global Events through execution of activities related to 3 primary categories: Events Strategy & Planning, Event Execution & Stakeholder Management, and Systems, Data & Reporting.

The Events Coordinator will be expected to work with the Director of Events & Partnerships and other roles to execute and support on time, on budget, and beyond stakeholder expectation. The successful candidate will support event program proposals, administering event management and CRM systems, assembling status reports, and the management of operational event requirements.  Creativity, enthusiasm, communication, attention to detail, and professionalism at all times will be key expectations for this role.

What you will do, includes, but not limited to:

Planning & Stakeholder Management

• Providing input from feedback and lessons learned to inform the annual Events Strategy and to improve planned events.
• Create, implement, and manage all Global Events process documentation, marketing collateral, communications, and the main Global Events Event Calendar(s)
• Maintain & update the annual Events budget.
• Ascertain stakeholder communication needs and build beneficial relationships with internal and external stakeholders, as the key point of contact for event communications.
• Take an active role in finding process improvements to drive increased efficiency
  
  

Event Execution

• Procure proposals and negotiate with vendors. Liaise with vendors and venues for all event logistics.
• Initiate, coordinate, and support efforts to publicize events, including websites, promotional material, marketing campaigns, onsite branding, social media, and videos.
• Coordinate details of and manage registrations for multiple events at a time, such as conferences, forums, virtual events, and sponsorships.
• Manage event timelines and tasks to control logistics, meet deadlines, and ensure a seamless event experience.
• Book and manage speakers and other performers, including scheduling, collecting deliverables, and arranging travel.
• Budget & order promotional event collateral, and coordinate all event-related shipments, and monitor for successful completion (including asset planning, preparation, packaging, labeling, and scheduling).

Systems, Data & Reporting

• Administer systems & applications, including Cvent, Salesforce, and Microsoft O365 tools like Planner, Sharepoint, Teams, etc.
• Prepare reports such as event and participant status, expenditures, post-event reports and feedback, and other reporting as requested.

Cross-Departmental Collaboration & Support

• Provide subject matter expertise to Sales, Workshop Delivery, Consulting, Public Relations & Marketing teams as needed.
• Stakeholder reporting – event status, post event reports, event evaluation

To be successful, you will need:

 Education and Experience

• 1-3 years’ experience in Event Management, Hospitality, or similar field.
• Undergraduate degree or equivalent experience.
• Knowledge of facilities management, audio-visual, and proposal writing.
• Strong background in program management and execution.
• Understanding of social media in event settings.
• Sales enablement and/or Marketing experience an asset.
• Experience with event budgeting and vendor negotiation preferred.
• Experience using Salesforce and Cvent preferred.
• Presentation and facilitation experience considered valuable.
• History of gaining and maintaining trusted advisor status with management.

Skills & Attributes

• Inclusion
• Knowledge Application, Problem Solving & Decision Making
• Project Management
• Writing Ability
• Business Development
• Managing Through Change & Uncertainty
• Dynamic Learning Mindset
• Ability to assess and manage risk and develop contingency plans.
• Strong problem-solving and management through stressful situations
• Strong communication and relationship building skills. High level of professionalism
• High degree of organization and prioritization skills
• Commitment to working required hours, including those above normal business hours at times to ensure events are successful.

ITRG is an equal opportunity employer committed to diversity and inclusion. We are pleased to consider all qualified applicants without regard to race, color, religion, sex, national origin, age, disability, or any other legally protected factors. To that end, upon request, ITRG will ensure, to the extent possible, that accommodation be made available to applicants throughout the recruitment and hiring process