About Us
PALETTERA is a premier creative agency specializing in event branding, high-end publications, editorial design, and experiential activations. We bring bold concepts to life through meticulous design and high-quality execution, thriving on collaboration and creative excellence.
Role Summary
We are seeking a highly organized and experienced Project Co-ordinator to manage diverse creative initiatives. This role is central to our operational success, requiring a blend of strategic planning, event logistics, and stakeholder management.
Roles and Responsibilities
Project Management:
- Collaborate with and assist the Principal/Creative Director in establishing a 24-month advance planning cycle for ongoing client assignments, aiming for full implementation by 2027.
- Develop comprehensive project plans, own the timelines and workback schedules, and budgets for editorial and event-related initiatives.
- Direct and coordinate resources, including personnel, equipment, and materials, to execute projects efficiently.
- Drive and monitor project progress, ensuring adherence to deadlines and objectives with confidence and independence
- Conduct post-project evaluations, identifying key learnings and implementing improvements for future initiatives.
- Oversee all internal and external correspondence as directed, including composing, editing, and proofreading word-processing documents.
- Ensure Project Assistant has completed and updated all project documents on a weekly basis.
- Ensure Project Assistant has an accurate inventory of all supplies and project materials throughout the year.
Event Coordination:
- Work with and support Principal/Creative Director to ensure planning reaches the target of working 18 months ahead by 2027 for all events under the Fête Chinoise name.
- Plan and execute in-person and virtual events, including annual galas (Fête Chinoise Signature Event Series) and special projects such as Fête Chinoise Love at Mid-Autumn.
- Own all event logistics assigned, such as venue selection, catering, audiovisual setup, decor, vendors and exhibitions, rentals, photography and videography, and transportation, and the contracts and deliverables of all vendors/suppliers.
- Manage and maintain full accountability for event budgets and expenses, to stay on track, and tracking all financial details meticulously.
- Support/liaise with the team on the promotion and marketing efforts of events to maximize attendance and engagement.
- Ensure smooth on-site event operations, troubleshooting any issues promptly.
- Oversee and manage the team schedule to ensure that time goals and design standards are met on event day.
Stakeholder Communication:
- Serve as the primary liaison for internal teams, external vendors, clients, sponsors, and partners with professionalism, polish and polite and firm communication.
- Communicate project requirements, expectations, and updates effectively to all stakeholders.
- Build, manage and sustain strong strategic relationships on behalf of the company with current and new stakeholders to support long-term collaboration and mutual success.
Brand Growth Strategy:
- Contribute to and support strategic brand growth initiatives, providing insights and recommendations to strengthen brand positioning and visibility. Identify and recommend the right products and services to potential clients/brands, fostering long-term relationships.
- Assist the Principal and Leadership team with planning the team’s projects, goals and forecasts for upcoming years.
Editorial Management:
- Support with matters related to Fete Chinoise Magazine, including print and digital editorial stories support with executing editorial projects within pre-set budgets, tracking expenses and details meticulously.
- Coordinate editorial meetings, liaising with writers and photographers effectively.
- Support with planning and coordinating photo shoots and events, ensuring all logistics and styling requirements are met.
- Coordinate launch parties or events to promote the magazine, collaborating with the design and marketing teams.
Networking and Representing:
- Occasionally attend industry events on behalf of Fete Chinoise/Palettera to network and connect with clients + media.
- Support and enhance promotional strategies for annual events and special projects, contributing to increased visibility and engagement.
Grant and Awards Applications:
- Prepare and submit grant and awards applications for Fete Chinoise Magazine, ensuring compliance with guidelines and deadlines.
- Participate in studio upkeep including scheduled clean-up responsibilities, rotational garbage duty.
- All other reasonable duties assigned by the direct supervisor/manager.
Qualifications & Requirements:
- Experience: Minimum 3.5 years of professional experience in project coordination, event management, or a related creative agency role where there are common stakeholders of clients, vendors, logistics and team members.
- Project Management: Proven ability to develop comprehensive project plans, monitor workback schedules, and manage budgets for complex print, editorial and event-based initiatives.
- Event Logistics: Demonstrated experience planning and executing in-person and virtual events (including gala-style events), with specific expertise in managing vendor contracts, venue selection, and on-site operations.
- Communication: Exceptional written and verbal communication skills. You are comfortable serving as a primary liaison with clients, sponsors, and external partners, maintaining a tone that is both polite and firm.
- Technical Proficiency: Strong proficiency and 3+ years experience in word processing, spreadsheet software (Excel), and modern project management tools for tracking inventory, schedules, and financial details.
- Analytical & Strategic Skills: Ability to identify operational bottlenecks, provide proactive solutions, and contribute to brand growth strategy and forecasting.
- Editorial Support: Experience supporting editorial projects, including coordinating photo shoots, liaising with writers/photographers, and managing print/digital production timelines.
- Adaptability: Ability to thrive in a fast-paced, creative environment, handle multiple high-priority projects simultaneously, and uphold high standards of quality and professionalism.
- Basic Skills: Minimum Typing Speed of 70 WPM (95% accuracy expectation)
Employment Details
- Job Type: Full-time
- Work Location: In-person (Markham, ON L3R 0N3)
- Ability to commute/relocate: Reliably commute or plan to relocate before starting work (preferred).
Additional Pay & Benefits
- Dental care
- Extended health care
- Vision care
- Company events
- On-site parking
- Overtime pay
- Casual Professional dress code
Application Question(s)
- Are you legally able to work in Canada?
PALETTERA is committed to diversity and inclusion. All qualified candidates are encouraged to apply.
How to Apply
Interested candidates should submit their resume and a brief cover letter outlining their relevant experience to the PALETTERA hiring team. We thank all applicants for their interest.
Pay: $50,000.00-$56,000.00 per year
Benefits:
- Dental care
- Extended health care
- Life insurance
- Paid time off
- Vision care
Work Location: In person
