Event Coordinator

Hagerty Insurance Agency; Toronto; On-site; CAD 50,000 - 70,000; Full time

Job summary

An automotive enthusiast brand near Toronto is seeking an Event Coordinator to manage event logistics, vendor contracts, and relationships with partners. This full-time position requires strong communication skills and an organized approach to ensure successful events. Familiarity with Salesforce and Smartsheet is beneficial. The role offers a remote work option with responsibilities focused on data collection and analysis.

Qualifications

• Enjoy calling vendors and requesting documentation.
• Bi-lingual (English/French) is a plus.
• Automotive enthusiasm is a plus.

Responsibilities

• Manage event production, invoices, contracts with vendors.
• Build and maintain relationships with major partners.
• Negotiate contracts to maximize Hagerty’s presence at events.

Skills

Solution-oriented mindset

Strong communication skills

Attention to detail

Time management

Proficient with productivity software

Tools

Salesforce

Smartsheet

Job description

Overview

Event Coordinator — Ontario, Canada. Full-time position.

Responsibilities

• On-site presence will be immersive, energetic, and hospitality-focused, specializing in entertaining, informing and connecting with people who love cars. Manage event production, invoices, contracts with vendors, and work closely with key teams. Focus on data collection, analysis, supporting event logistics, and execution. Maintain a high level of organization and proficiency with multiple software platforms; strong communication is essential.
• Maintain an overview of all events nationally, with a primary focus on Ontario.
• Build and maintain relationships with major partners, sponsorships, show organizers, and event-related vendors.
• Negotiate contracts to maximize Hagerty’s presence and brand onsite; activate unique engagement and membership opportunities at events.
• Facilitate planning, develop clear timelines, and establish deliverables lists while maintaining budget guidelines.
• Track expenses for budget reconciliation; ensure vendor payments are made in a timely and efficient manner.
• Manage event operations, including invoice submittal for event production, contract agreements, activation costs, and other payments needed for event activation.
• Manage on-site event setup and tear down, staffing and scheduling.
• Prepare and conduct pre- and post-event meetings for staff; set clear road expectations and check in with travelers during events.
• Assist in post-event recaps and reporting with event/venue in conjunction with internal sales and executive teams.
• Work with Accounts Payable and the Workday team to streamline payment processes and manage suppliers.
• Manage relationship with the Member Service Centre (MSC) operations to ensure clear communication of Hagerty events.
• Support Hagerty Membership Initiatives; drive awareness and promote benefits; integrate promotions at events.
• Be willing to obtain requisite insurance licensing.
• Continually research and present sponsorship opportunities and unique event opportunities; maintain a running calendar of events and opportunities in the region.
• Report trends and market intel within the Canadian region.
• Participate in directed initiatives from regional leadership on sales campaigns to drive region-specific results.
• Collaborate with regional team members to elevate sales and event opportunities.
• Market Hagerty products to insurance partners, regional automotive influencers, direct clients and commercial facilities.
• Achieve set quarterly performance metrics based on business initiatives.
• Establish and grow Hagerty membership platform and the Hagerty Drivers Club through product marketing and campaigns.

This Might Describe You

• A solution-oriented mindset with a strong desire to be helpful; helping others be successful is a top responsibility.
• Enjoy calling vendors and requesting documentation; communication by phone is a key part of this role.
• Project-manage vendors with client-specific issues for unfinished documentation.
• Advocate for the events team; lobby on behalf of staff to assist with tasks while traveling and on the road.
• Strong communication and writing skills; outgoing, friendly, and relatable; comfortable interacting with people.
• Attention to detail; strong written communication skills are essential as most communication is via email.
• Proficient with modern computers (Windows or Mac), productivity software (Word, Excel, Google Docs), web browsing, and research; Salesforce and Smartsheet are encouraged.
• Excellent time management; ability to batch work and juggle priorities to meet deadlines for timely payments.
• Ability to think through variables to derive best solutions and anticipate future considerations.
• Automotive enthusiasm is a plus.
• Bi-lingual (English/French) is a plus but not required.

Other notes

• Remote position in/near Toronto, Ontario, Canada.
• Familiarity with public company requirements; for SOX roles, responsibilities related to internal controls etc. Attestation to the completeness, accuracy, and compliance of financial reporting data where applicable.
• Say hello to Hagerty. Hagerty is an automotive enthusiast brand and membership organization; inclusive culture described.
• If you reside in certain jurisdictions, email [e-mail] for compensation and benefits information.
• LI-Remote