Coordinator, Events

Borden Ladner Gervais LLP (BLG); Ottawa; On-site; CAD 60,000 - 70,000; Full time

Job summary

BLG is seeking a Coordinator, Events in Ottawa to plan and deliver client-facing and internal events, supporting business development goals and client relationships. You will manage logistics from planning through reporting, working with the Director, Events and other stakeholders.

Responsibilities include coordinating invitations, venues, catering, AV, speakers, budgets and ROI reporting, plus vendor management and administration.

Qualifications

• University degree or college diploma in marketing, event management, business administration or communications.
• Minimum 3 years of corporate event planning experience in a large organization.
• Certification in CMP or PMP is an asset or pursuing one.
• Proficiency in MS Office to create event materials, manage budgets and communications.
• Experience using virtual event platforms (Zoom, Teams, WebEx) to plan and deliver events.
• Experience using a CRM system to manage contact lists and event reporting (Dynamics 365 preferred).
• Experience with email marketing platforms for invitations and distributions.
• Strong written and verbal English communication; bilingual (French/English) asset.

Responsibilities

• Plan and execute client-facing and internal events, including seminars, receptions, conferences, sponsorships and webinars.
• Coordinate invitations, venues, catering, AV support, speakers and registration materials.
• Work with internal teams and vendors to confirm all event requirements.
• Collect and report attendance, budget and ROI data to maintain records.
• Define event objectives, audiences and format with Directors and teams.
• Build and maintain project plans, timelines and approvals; track expenses.
• Maintain the events calendar and website content; manage vendor lists.
• Coordinate visa reconciliations, travel logistics and miscellaneous admin duties.

Skills

Event planning

Budget management

Vendor management

MS Office

CRM (Dynamics 365)

Virtual event platforms

Email marketing platforms

English writing & communication

Bilingual (French/English) asset

Education

Marketing/event management/business/communications degree

Tools

Dynamics 365

Zoom/Teams/WebEx

MS Office Suite

CRM tools

Email marketing platforms

Job description

We are BLG: Canada’s Law Firm. Our culture is one of vigilance and curiosity, Firm-wide collaboration, unfailing mutual respect and dedication. We pride ourselves on having standout talent and delivering an exceptional client experience.

We are a future-minded Firm delivering high-value advice and known for our unwavering commitment to innovation, diversity and inclusion, community involvement and talent development. Learn more about us at www.blg.com.

The Coordinator, Events plans and delivers client-facing and internal events, including seminars, receptions, conferences, sponsorships and webinars. The role supports business development goals and client relationships. The Coordinator manages event logistics from planning through reporting and works under the direction of the Director, Events and other key stakeholders.

Key Responsibilities:

Plan and execute events

Plan and deliver in-person, virtual and hybrid events by:

• Coordinate invitations, marketing lists, venues, room setup, catering, audiovisual support, speakers and registration materials
• Work with internal teams and vendors to confirm all event requirements are in place
• Collect and report attendance, budget and ROI data to maintain event records

Support event planning and direction

Work with the Director, Events, lawyers and business development teams to:

• Define event objectives, audiences and format
• Identify opportunities for events that support client relationships and business development goals

Manage project plans and budgets

• Build and maintain project plans, including timelines, milestones and approvals
• Track and reconcile expenses to keep events within budget and maintain accurate records

Manage vendors and event operations

• Maintain a list of approved vendors and venues
• Process invoices and purchase orders and reconcile expenses
• Manage promotional inventory and event materials
• Maintain the events calendar and website content

Administrative Duties

• Manages Visa reconciliations for a minimum of two statements per month by compiling receipts, ensuring accurate coding and submitting reconciliations on time
• Coordinating client hospitality opportunities, including working with relevant lawyers on ticket/table allocations, ‘Know Before You Go’ communications, and catering requirements.
• Maintains local office and national inventory of marketing items
• Serves as the event team’s finance subject matter expert with knowledge of GL codes, purchase orders, and invoice and expense processing
• Maintains the national events tracker
• University degree or college diploma in marketing, event management, business administration or communications
• Minimum 3 years of corporate event planning experience in a large organization, ideally in a professional services or legal environment
• Certification in special events, meeting planning (CMP) or project management (PMP) or actively working toward one, is an asset
• Proficiency in MS Office (Word, Excel, PowerPoint and Outlook) to create event materials, manage budgets and coordinate communications
• Experience using virtual event platforms such as Zoom, Teams or WebEx to plan and deliver online and hybrid events
• Experience using a CRM system to manage contact lists, track engagement and attendance, and support event reporting (Dynamics 365 preferred)
• Experience using email marketing platforms to manage invitations and distribution lists
• Working knowledge of how to use AI tools to support event work and day to day tasks
• Strong written and verbal communication skills in English to write and edit event materials
• Ability to manage multiple events at different stages and keeping work organized under deadlines
• Ability to maintain relationships with Ottawa venues, including hotels and restaurants
• Knowledge of Canada’s Anti-spam Legislation (CASL) requirements is an asset
• Bilingual (French/English) is considered an asset

The expected salary range for this position is $60,000 - $70,000, depending on level of experience, region/location, and other factors.

BLG is committed to building a diverse workplace reflective of the communities we serve and to fostering an inclusive culture where Firm members feel valued, respected and inspired to thrive as their authentic selves. We value diversity of thought and the unique skills, perspectives and experience each individual brings to BLG. We welcome applications from all qualified candidates and encourage applicants from members of groups that have been historically underrepresented, including but not limited to First Nations, Métis and Inuit Peoples, racialized individuals, persons with disabilities, people who identify as women and/or LGBTQ2S+.

We also strive to provide an accessible candidate experience. Please let us know if you need any accommodations during the recruitment process.