Event Execution Coordinator

Cambridge Forums Inc.; Toronto; Hybrid; CAD 55,000 - 65,000; Full time

Benefits offered by this job

Health and dental benefits for you and

Family health & wellness account

3 weeks vacation with shutdowns

Hybrid work model in downtown Toronto

Job summary

Cambridge Forums Inc. is seeking an Event Execution Coordinator to join our team in Toronto.

The role balances event planning with on-site execution, delivering flawless client experiences through meticulous planning and proactive problem solving. The successful candidate will manage multiple events annually, coordinate venues, vendors and travel, and collaborate with internal stakeholders and sponsors to meet financial targets.

Qualifications

• 3-5 years’ experience in an event planning role with end-to-end execution within luxury hospitality, upscale event management, or executive-level events.
• Experience working directly with C-Suite, board or senior professionals and executives via written communication and in-person customer service.
• Experience with luxury properties is an asset.
• Documents required for international travel are possessed.
• Intermediate computer skills: MS Excel, CRM, Teams, Zoom and remote tech.

Responsibilities

• Oversee full life cycle of event execution, coordinating venue, vendors, menus, accommodations and travel logistics.
• Manage an events calendar for multiple events per year.
• Collaborate with internal partners to monitor participant quotas and special requests.
• Work with sponsorship team to deliver key project milestones.
• Ensure flawless onsite client experience and act as liaison between registrants, venue and head office.
• Maintain venue database and research venues globally relevant to standards.
• Assist in researching, costing and coordinating upcoming projects.

Skills

Event planning

End-to-end execution

Vendor management

C-Suite interaction

Travel coordination

Budgeting

Tools

MS Excel

CRM database

Microsoft Teams

Zoom

Remote technology

Job description

Cambridge Forums Inc. has been creating cornerstone meetings for preeminent advisors, executives, and public-sector leaders for over 20 years. We are seeking an Event Execution Coordinator to add to our team of experienced and service-focused professionals. Our ideal candidate will exhibit a balance of event planning and execution expertise, finely tuned organizational skills and in the moment problem-solving abilities, and a strong commitment to excellence in delivering our offerings. For more information about our organization, please visit us at www.cambridgeforums.com.

As part of a highly effective team that is accountable to key internal and external stakeholders, the Event Execution Coordinator plays a pivotal role within our organization with an emphasis on delivering a flawless client experience through exceptional advanced planning and seamless event execution.

The successful candidate will be responsible for coordinating and delivering several events simultaneously, while working cooperatively with internal stakeholders, external registrants, hotel partners and other vendors.

This position will require domestic and international travel, up to 30%. A valid passport with no known travel restrictions is mandatory.

Key areas of Responsibility

• Oversee full life cycle of event execution, coordinating logistical elements such as event agenda, venue and vendor management, menu selection, accommodations, transportation and travel logistics and technology, while working with venue leads.
• Manage an events calendar for as many as 10-15 events per year.
• Collaborate with internal partners to monitor participant quotas, status and special requests.
• Work with internal sponsorship team to carry out key deliverables.
• Successful event execution by utilizing project management skills; planning, prioritizing, setting timelines, delivering on multiple efforts concurrently, while considering the strategy for future and upcoming events.
• Provide service excellence to event registrants through effective personally catered communication of their itineraries, dietary, rooming requirements, and ad hoc requests.
• Represent Cambridge Forums brand through delivery of a meticulous onsite client experience and as a key support to the Event Director.
• Flawless and professional onsite or presence while managing all event details and acting as a focal point between registrants, venue and corporate head office.
• Ongoing communication with event stakeholders on process changes, policy updates and any relevant and critical information.
• Ensuring key financial targets for the programs are met or exceeded.
• Assist Manager in coordination of upcoming projects – research, costing, managing attrition dates, venue outreach etc.
• Maintain a venue database to organize and record critical venue information (pricing, occupancy, location, event tracking), and routinely capture new research from across the globe relevant to our standards and requirements.
• Work with the Coordination team to maintain best industry standards by implementing processes, launching new initiatives, and reviewing status quo on an ongoing basis.
• Other administrative and event related duties as assigned.

Core Competences

• Client Centric, focused on creating and delivering the finest experience for event registrants.
• Highly organized, time management skills, ability to multitask numerous projects and events while meeting deadlines.
• Excellent and effective communication skills, written and oral.
• Meticulous, with keen eye for detail in projects, budgeting, planning and execution.
• Agile and able to pivot in a fast-paced environment, comfortable with change.
• Resilient and resourceful, can quickly make a decision during unforeseen challenges.
• Adaptable, maintaining a calm and ‘can-do’ attitude internally and client facing.
• Inclined to take ownership of tasks/ projects and able to work independently.
• Collaborative, a good team player and able to problem solve in a group environment.
• Proactively develops and maintains network of diverse event professionals, such venue contacts, photographers, A/V.

Qualifications

• 3-5 years’ experience in an event planning role with end-to-end execution within either the luxury hospitality industry, upscale event management firms or supporting executive level events in corporate/professional organizations.
• Experience working directly with C-Suite, board or senior level professionals and executives, via written communication and in-person customer service.
• Experience working with luxury properties an asset.
• Possesses the necessary documents required for international travel.
• Intermediate level computer skills - MS Excel, Client Relationship Management (“CRM”) database, Microsoft Teams, ZOOM and remote technology resources.Ensuring key financial targets for the programs are met or exceeded.
• Assist Manager in coordination of upcoming projects – research, costing, managing attrition dates, venue outreach etc.
• Maintain a venue database to organize and record critical venue information (pricing, occupancy, location, event tracking), and routinely capture new research from across the globe relevant to our standards and requirements.
• Work with the Coordination team to maintain best industry standards by implementing processes, launching new initiatives, and reviewing status quo on an ongoing basis.
• Other administrative and event related duties as assigned.

CDN$55,000 – $65,000 per year

• Company-sponsored health and dental benefits for you and your family including a personal flexible health & wellness account at your disposal.
• 3 weeks' vacation, plus summer and winter shutdown and half-day Fridays in July and August.
• Social hours and team lunches – Dedicated time for the team to celebrate wins and to catch up.Company culture days – Reflecting on our business, our successes & areas for opportunity and our future, followed by fun as a collective.
• Hybrid work model – Enjoy flexible, remote work from home and collaborating with the team in our brand-new, PATH-connected office in beautiful downtown Toronto.

Cambridge is committed to fostering an accessible, inclusive, and equitable workplace. We strive to provide barrier-free employment practices in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation at any stage of the recruitment or selection process, please inform us when contacted. We will work with you to ensure your needs are met.