Events Coordinator 2

Aquent; Toronto; On-site; CAD 41,000 - 44,000; Full time

Job summary

Aquent in Toronto is seeking a hybrid Program Manager who will own client hospitality sponsorships, events, and ticket distributions. You will blend program management, event coordination, stakeholder communications, budgeting, and performance reporting to deliver flawless sponsorship activations.

You’ll coordinate with internal teams, external agencies, vendors, and ticketing partners to ensure assets are planned, executed on time, and tracked accurately, while maintaining privacy, regulatory

Qualifications

• Experience in budgeting for events or programs.
• Experience managing multiple projects in a fast-paced environment.
• Experience interpreting data, building reports, and presenting insights.
• Experience in public relations, communications, marketing, events, sponsorships, or related fields.

Responsibilities

• Translate marketing and business objectives into sponsorship, hospitality, and event execution plans.
• Develop and manage project plans, timelines, scopes, logistics, stakeholder communications, and execution schedules.
• Coordinate hospitality ticket distribution at scale, including inventory management, recipient tracking, and substitutions.
• Oversee pre-event, on-site (or virtual), and post-event activities with internal teams and external partners.
• Cultivate partnerships with agencies, vendors, and ticketing partners to execute event plans and asset delivery.
• Prepare, manage, and track event budgets and ensure allocations are followed.
• Maintain accurate sponsorship, event, ticketing, and attendee data in reporting systems.
• Track performance against KPIs and success metrics and prepare post-event reports.
• Maintain regular communication with internal teams, clients, guests, and vendors for alignment and timely decisions.

Skills

Budget management

Project management

Data reporting

Stakeholder communication

Vendor coordination

Ticket distribution

Public relations / communications

Attention to detail

Tools

Ticketing platforms

Tracking systems

Spreadsheets

Reporting systems

Job description

This is a hybrid role in Toronto.

Pay Range: C$30/hr – C$32/hr

About the Opportunity

This exciting Program Manager role is at the heart of executing client hospitality sponsorship agreements. It is 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

• 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.

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