Event Coordinator

Aquent; Toronto; On-site; CAD 90,000 - 120,000; Full time

Benefits offered by this job

Health, vision, and dental benefits

Paid sick leave

Retirement plan with company match

Job summary

Aquent Talent, a global marketing and design talent provider, seeks a Program Manager to drive client hospitality and sponsorship initiatives. You will coordinate events, manage budgets, and ensure accurate ticketing and reporting across internal and external teams.

You will partner with agencies, vendors, and ticketing partners to deliver compliant, high-impact activations and transparent updates to stakeholders.

Qualifications

• 3+ years creating and managing event or program budgets.
• 3+ years managing multiple projects in a fast-paced environment.
• 3+ years interpreting data, building reports, and presenting insights.
• 3+ years in PR, communications, marketing, events, sponsorships, or related field.
• Experience coordinating client hospitality programs and ticket distribution.
• Proficient with ticketing platforms and reporting tools.
• Collaborates effectively with agencies, vendors, and cross-functional teams.

Responsibilities

• Translate objectives into sponsorship, hospitality, and event execution plans.
• Develop detailed project plans, timelines, scopes, and logistics.
• Coordinate hospitality ticket distribution at scale and track inventory.
• Oversee pre, on-site/virtual, and post-event activities with teams and partners.
• Manage budgets and ensure allocations are adhered to.
• Maintain sponsorship, event, ticketing, and attendee data in reporting systems.
• Track KPIs and prepare post-event stakeholder readouts.
• Communicate regularly with clients, guests, and vendors for alignment.

Skills

Event budgeting

Project management

Stakeholder comms

Sponsorships

Ticketing

Vendor coordination

Data reporting

Cross-functional teams

Education

Bachelor's degree or equivalent

Tools

Ticketing platforms

Excel

Reporting tools

Job description

Are you ready to make a significant impact within a leading technology company that shapes the digital landscape? We are seeking a dynamic and highly organized Program Manager to join a pivotal operational team. In this role, you will be instrumental in executing high-profile client hospitality and sponsorship agreements, directly contributing to enhanced customer and employee engagement, executive communications, and overall operational excellence. Your expertise will drive the success of key initiatives, ensuring seamless event planning, meticulous budget management, and precise ticket distribution, making a tangible difference in how this company connects with its valued partners and stakeholders.

About the Opportunity

This exciting Program Manager role is at the heart of executing client hospitality sponsorship agreements. It's a multifaceted position that expertly blends program management, event coordination, strategic stakeholder communication, precise ticket distribution, diligent budget tracking, and insightful performance reporting. You will be the central coordinator, collaborating closely with internal teams, external agencies, vendors, and ticketing partners to ensure all sponsorship assets and hospitality events are meticulously planned, flawlessly delivered, accurately tracked, and comprehensively reported.

Key Responsibilities

• Translate overarching marketing and business objectives into clear, actionable sponsorship, hospitality, and event execution plans.
• Develop and manage detailed project plans, timelines, scopes, logistics, stakeholder communications, and execution schedules for various initiatives.
• Coordinate hospitality ticket distribution at scale, including inventory management, allocation list creation, recipient tracking, delivery timeline adherence, managing substitutions, and handling last-minute changes.
• Oversee and manage pre-event, on-site (or virtual), and post-event activities in close collaboration with internal teams and external partners.
• Cultivate strong partnerships with agencies, vendors, and ticketing partners to effectively execute event plans, manage assets, implement tactics, and deliver on project requirements.
• Prepare, manage, and diligently track event budgets, ensuring financial accuracy and adherence to allocations.
• Maintain accurate sponsorship, event, ticketing, and attendee data within reporting systems.
• Track performance rigorously against defined goals, Key Performance Indicators (KPIs), and success metrics.
• Prepare comprehensive post-event reports and stakeholder readouts, providing clear insights into outcomes.
• Maintain regular and transparent communication with internal teams, clients, guests, and vendors to ensure alignment and facilitate timely decision-making.
• Ensure all sponsorship activations, events, and ticket distribution activities strictly comply with company standards, privacy requirements, internal approval processes, and applicable regulations.

A Day in the Life

A typical day in this role is dynamic and fast-paced, involving the coordination of multiple workstreams related to sponsorship and hospitality programs. You'll be overseeing event execution plans, managing communications with various stakeholders, meticulously tracking ticket inventory and distribution, and collaborating closely with vendors and agencies. Your day will also include monitoring budgets, reviewing performance metrics, and acting as the central point of coordination between internal teams, external partners, and ticketing providers to ensure events and sponsorship activations are delivered successfully and compliantly. Be prepared to troubleshoot last-minute requests or changes, maintain accurate records, and prepare stakeholder updates and post-event reports.

Qualifications and Experience

To thrive in this role, you will bring a robust skill set and proven experience:

• 3+ years of experience creating and managing event or program budgets.
• 3+ years of experience managing multiple projects and priorities in a fast-paced environment.
• 3+ years of experience interpreting data, building reports, and presenting insights or performance readouts.
• 3+ years of experience in public relations, communications, marketing, events, sponsorships, or a related field.
• Demonstrated experience coordinating client hospitality programs, sponsorship activations, events, or ticket distribution programs.
• Proficiency in using ticketing platforms, tracking systems, spreadsheets, or other tools to manage inventory, attendee data, and reporting.
• Experience working effectively with external agencies, vendors, ticketing partners, and cross-functional internal teams.
• Strong project management skills, including the ability to develop comprehensive plans, define scopes, create schedules, and manage execution timelines.
• Excellent interpersonal, communication, and relationship-building skills.
• Strong organizational skills and meticulous attention to detail.
• Ability to proactively resolve time-sensitive issues, including duplicate requests, substitutions, access challenges, and last-minute changes.
• A solid understanding of compliance, approval, privacy, and record-keeping requirements related to client hospitality and ticket distribution.

About Aquent Talent:

Aquent Talent connects the best talent in marketing, creative, and design with the world's biggest brands.

Our eligible talent get access to amazing benefits like subsidized health, vision, and dental plans, paid sick leave, and retirement plans with a match.

Aquent is an equal-opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics. We're about creating an inclusive environment-one where different backgrounds, experiences, and perspectives are valued, and everyone can contribute, grow their careers, and thrive.

Client Description:

Join a global technology leader driving innovation and empowering people and organizations worldwide to achieve more. Here, you'll collaborate with passionate, diverse teams to create impactful solutions that shape the future. The culture prioritizes growth, inclusion, and purpose—where your ideas are valued, and your work drives real change. Wherever your passion lies and wherever your career is headed—you’ll play a role in projects that touch billions of lives. With flexible work options and a supportive environment, you'll have the tools to thrive both personally and professionally. Be part of something that truly matters.

Why work with AQUENT? Check out our awesome benefits: https://aquent.com/talent/talent-benefits

Aquent is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.