OVERVIEW
We are seeking an experienced Project Coordinator with a strong background in event coordination, executive support, and administrative operations to support large-scale conference and event initiatives within a fast-paced corporate environment. The successful candidate will work closely with internal stakeholders, vendors, and senior executives to coordinate logistics, manage reporting and data systems, and ensure the seamless execution of conferences and marketing events across North America.
This role is ideal for a highly organized, detail-oriented professional who thrives in dynamic environments, can manage multiple competing priorities, and is comfortable supporting both operational and client-facing activities.
Location: Toronto, ON (Hybrid/In Office – Travel Required Across US & Canada)
Contract Length: 12 Months (Extension or FTE Conversion Possible)
Hours: 9 AM–5 PM EST (Overtime as Required)
Pay: T4: $34.80 / IC: $40
RESPONSIBILITIES
- Coordinate and support the planning and execution of conferences, corporate events, and executive-level meetings.
- Maintain and update conference systems and databases including event calendars, reporting tools, shared drives, and registration platforms.
- Track, update, and report conference attendance metrics and meeting schedules.
- Manage presenting company information including executive bios, presentations, and marketing materials.
- Support maintenance and monitoring of shared conference mailboxes and communication channels.
- Prepare meeting materials, agendas, minutes, post-event summaries, and survey reporting.
- Coordinate with vendors, venues, production teams, and suppliers to manage logistics, shipping, promotional items, and event materials.
- Provide on-site event support and assist with execution during conferences and corporate events.
- Perform reporting, mail merges, document preparation, and system updates using Microsoft Office tools and internal platforms.
- Coordinate schedules, stakeholder meetings, and timelines to ensure successful delivery of event objectives.
- Communicate professionally with internal stakeholders, external vendors, and senior-level executives.
- Support administrative and operational activities in a fast-paced, deadline-driven environment.
QUALIFICATIONS
- 2+ years of experience in project coordination, event coordination, executive administration, or conference support roles.
- Previous experience within financial services, corporate marketing, or professional services environments preferred.
- Strong proficiency with Microsoft Office Suite including Excel, Word, PowerPoint, and Outlook.
- Experience working with internet-based platforms, reporting tools, and database management systems.
- Strong organizational skills with the ability to manage multiple priorities and tight deadlines simultaneously.
- Excellent verbal and written communication skills with confidence interacting with senior leadership and external clients.
- Strong attention to detail, problem-solving abilities, and critical thinking skills.
- Ability to work independently while collaborating effectively within cross-functional teams.
- Professional, adaptable, and proactive approach with strong interpersonal skills.
- Ability to travel to conferences and events across the US and Canada as required.
Preferred
- Experience using CVENT, Dealogic, Salesforce, SharePoint, or similar event management platforms.
- Prior experience supporting conference planning, executive events, or corporate marketing initiatives.
- Experience with reporting, presentation preparation, and stakeholder communications.
- Familiarity with event logistics, vendor coordination, and production support activities.
Education
- Post-secondary degree or diploma in Event Management, Business Administration, Marketing, Communications, or related discipline.
We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, disability status, or other non-merit factor. We are committed to creating a diverse and inclusive environment for all employees.
