Event Coordinator / Project Manager - Meeting and Events - Toronto, ON - Hybrid

Direct Travel; Toronto; Hybrid; CAD 75,000 - 95,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

Employee rewards and recognition program

Wellness initiatives

Mental Health Support

Job summary

Direct Travel is seeking a Project Manager in Toronto, Ontario, responsible for managing projects and supporting the Program Manager in operational planning. This role involves extensive client consultation, program logistics, and budget management. Candidates should have a Bachelor's degree and proficiency in tools like Microsoft Office. The position is hybrid, requiring 2 days in the office, with travel potentially necessary for project execution. Benefits include Medical, Dental, and Vision coverage, along with a Total Rewards Package focused on wellness and mental health.

Qualifications

• Bachelor’s degree in a related field or equivalent work experience.
• Proficient in Microsoft Office suite (Word, Excel, PowerPoint).
• Excellent verbal and written communication skills.
• Strong organizational and project management skills.
• Ability to work autonomously and in a team environment.

Responsibilities

• Manage projects, ensuring successful outcomes and adherence to timelines.
• Support program logistics including site selection and communication strategies.
• Facilitate client communication and program documentation.
• Prepare program materials and lead the creation of program Apps.
• Maintain all information in program folders on SharePoint.

Skills

Project management

Interpersonal skills

Organizational skills

Communication skills

Leadership skills

Problem-solving

Fluency in English

Bilingual (French or Spanish)

Education

Bachelor’s Degree in Business, Hospitality, Event Planning, or related

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Teams

SharePoint

One Drive

Zoom

Job description

The Project Manager (PJM) is responsible for effectively managing projects and leading, guiding, and consulting clients. The PJM supports the Program Manager in operational planning of programs, manages multiple aspects on programs, and acts as the secondary client contact. Additionally, the PJM may be responsible for coordination of site inspection planning and ancillary meeting management. This position is hybrid with 2 days in our Toronto, ON office and remote the rest of the week.

Client

• Functions as secondary client contact and works diligently to develop a strong relationship with internal and client teams.
• Consults with client to determine goals, needs, objectives, expectations, and budget of the program under the leadership of the Program Manager; ability to lead, guide, and consult the client.
• Is a resource to the client for program development; functions as an essential part of the team by managing projects involved in the planning process.
• Builds valuable knowledge about the industry to provide the client with creative and compelling concepts.
• Assesses the style of the client and their preferred communication mode and adapts accordingly.
• Schedules, facilitates, and creates required documentation for client planning calls and debrief meetings to evaluate program results.

Program Operations

• Support program logistics which may include site selection, room sets, audio visual, food & beverage, entertainment, décor, signage, exhibits/tradeshows, etc.
• Manages gift and communication campaigns/mailers against pre-set budget from program design through fulfillment.
• Is responsible for production and quality check of all written attendee communication pieces for website, confirmation letters, mailings, etc. using both internal and external resources.
• Assists in the development of program specification documents to ensure operational details are provided to the on‑site team.
• Leads creation of program website and program App, including gamification, push notifications and reporting.
• Files, updates, and maintains all information in SharePoint program folders during pre‑program planning and post program debrief.
• Prepares staff uniforms, program documents, and travel staff information for on‑site.
• Facilitates printing, packing and shipping for programs from office warehouse.
• Is accountable for successful project outcomes, which can include travel to execute project.

Budget And Financial Management

• Process contracts, invoices, expenses, and check requests.
• Provide client/Program Manager with accurate budget estimates per event and ensure post‑event billing reflects these estimates.
• Provides final billing reconciliation and supporting documents for applicable projects.
• Assists with cost‑savings, billing, invoicing, and profitability.
• Assist with tracking and reconciling all expenses, ensuring expenses are within budget.

Leadership

• Seek feedback, absorb, and act in the spirit of continuous personal development.
• Be a sought‑after partner by building trust with clients, internal team, and external partners.
• Establishes, communicates, and monitors all timelines and budget parameters.
• Works with all internal departments (as applicable per program) for the successful execution of the projects, such as: Travel Services, Creative Services, Technology Services, Registration Services, Merchandise, and Finance.
• Gathers, shares, and applies learnings for continuous process improvement.
• Can adapt and work successfully with any client, partner, and program.

Minimum Requirements / Qualifications

• Bachelor’s Degree, preferably in Business, Hospitality, Event Planning, or a combination of education and work experience required.
• Proficiency in Microsoft Word, Excel, and PowerPoint.
• Knowledgeable in Microsoft Teams, SharePoint, One Drive, Zoom and other collaboration tools.
• Fluent in English.
• Bilingual in French or Spanish is a plus.

Non‑Negotiable Hiring Criteria

• Must be able to behave in a manner that reflects our organization’s vision and values.
• Must possess excellent interpersonal skills to be able to provide superior customer service and client consultation from the spirit to serve others; be able to work cross‑functionally and develop strong and positive internal and external relationships, and be a strong team player.
• Must possess excellent organizational and project management skills, ability to prioritize, detail orientation, and the ability to manage multiple customers and projects simultaneously with strict timelines/deadlines.
• Must possess strong verbal and written communication skills.
• Must possess proven leadership skills to lead a team and mentor other roles.
• Must be able to actively listen, have the capability to instill confidence in clients and colleagues and present information with confidence.
• Must possess self‑awareness to understand their own strengths and weaknesses and how their behavior impacts others.
• Must be professional in behavior with clients, suppliers, and colleagues.
• Must be a creative thinker with the ability to gather and analyze information and skillfully conceptualize solutions that go beyond the obvious paths.
• Must model a positive, solution‑based approach and be flexible and open to change to adopt to different client styles.
• Must be able to work autonomously, while thriving in a team environment.
• Must be able to maintain confidentiality.

Working Conditions

• Ability and willingness to work extended workdays and possible weekends.
• Accessible during acceptable working hours identified per project/program.
• Travel may be required to oversee projects through execution.
• Frequent use of a computer and other office equipment.
• Ability to lift 75 lbs.
• Frequent sitting, standing, and walking.
• Ability to adhere to hybrid office policy.

Benefits

In addition to Medical, Dental, and Vision benefits, Direct Travel offers an employee rewards and recognition program and a Total Rewards Package which includes Wellness, Sustainability, DE&I initiatives, and Mental Health Support.

Direct Travel is an EOE/AA/Veteran/People with Disabilities employer.