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Events Coordinator

Department: Acquire - IT Division
Location: London

Title: Events Coordinator

Location: London, Ontario

Reporting to: Director of Events

Job Summary:

The Events Coordinator is responsible for researching, planning, logistics, implementing, and evaluating events that help Info-Tech Research Group promote its mission and purpose.

Role Overview:

Supporting the overall Acquire Sales Team and reporting to the Director of Events, the Event Coordinator is in charge of overseeing program success for 3rd Party Events to ensure smooth event execution, communication, and program effectiveness. As the primary project manager and rep and client point of contact, this position will require management of most aspects of event execution. The Event Coordinator will need to support the sales and business development efforts by maintaining strong client and rep relationships. The successful candidate will support program proposals, assembling project status reports, and the management of operational event requirements. Creativity, enthusiasm, dedication to stakeholders, attention to detail, and professionalism at all times will be key expectations for this role.

The Event Coordinator will be expected to work with the Director of Events and other roles to execute and support on time, on budget, and beyond stakeholder expectation.

Responsibilities Include:

  • Event planning, execution, task management, vendor relations, administrative, upkeep, and event status reports
  • Perform all outgoing shipping tasks related to events including preparing, packaging, labeling, and scheduling.
  • Coordinating and monitoring the successful completion of all event related shipments from start to finish for each event
  • Develop (in coordination with the Director of Events) and execute an effective social media strategy
  • Manage and coordinate inventory of sales collateral materials
  • Liaise with vendors and suppliers as primary point of contact for any and all event logistics
  • Event timeline management (logistics, rep registration, event deliverables, etc.)
  • Event status reporting and budget reporting
  • Coordinate event requirements, function orders, and logistics on a per event basis
  • Stakeholder reporting event status, post event reports, event evaluation
  • Ascertaining stakeholder and rep needs and services required
  • Key point person for event logistics management
  • Point of contact for registration and communications management with vendors
  • Take an active role in finding process improvements to drive increased efficiency

Key Success Attributes:

  • Strong background in program management and execution
  • Knowledgeable facilities management, audio-visual, room layouts, and design
  • Strong problem-solving and management through stressful situations
  • Ability to assess and manage risk (emergency planning, alternative planning)
  • Working experience with event budgeting and financials
  • Ability to complete evaluations, reporting , and analysis
  • Understanding of social media in event settings
  • Commitment to working required hours (above and beyond normal business hours at times) to ensure events are successful
  • Internal pre/post event management
  • Working knowledge of customs procedures and requirements as it relates to the business needs
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.

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