Events Specialist

McCarthy Tétrault; Vancouver; Hybrid; CAD 70,000 - 80,000; Full time

Benefits offered by this job

Outstanding benefits from day one

Volunteer day and birthday leave

Professional development opportunities

Job summary

McCarthy Tétrault is seeking an experienced Events Specialist in Vancouver to lead major event planning for regional and national programs, in-person, virtual or hybrid. The role requires 5–7 years in corporate event planning, with a strong eye for detail and stakeholder collaboration.

The ideal candidate will manage budgets, venues, speakers, invitations, and post-event analysis while coordinating with A/V, catering and other departments in a fast-paced, hybrid-office environment.

Qualifications

• 5–7 years of experience in major event planning.
• Post-secondary education in business, marketing, communications or a diploma in event planning.
• Experience in legal or professional services firms is an asset.

Responsibilities

• Organize event kick-off meetings with key stakeholders and markets leads to confirm objectives, audiences, timing, themes and speakers.
• Develop targeted guest lists with CRM and stakeholders.
• Manage vendor/supplier relationships and negotiate contracts.
• Research and select venues, ensuring seating and floorplans meet needs.
• Confirm budgets and obtain approvals; track, code and submit expenses.
• Develop timelines and workback schedules; confirm deadlines with stakeholders.
• Draft, code and circulate invitations; track RSVP and attendance; oversee registration and onsite hosting.
• Liaise with internal departments (A/V, Catering, Conference Services) and create program materials.
• Research gifts and décor; develop comprehensive event summaries and post-event reports.

Skills

Event planning

Vendor management

Stakeholder coordination

Budget management

Attention to detail

Education

Post-secondary education in business/marketing/communications or diploma in event planning

Tools

Salesforce

Pardot

Job description

Job Description

McCarthy Tétrault is a leading Canadian law firm offering a full suite of legal and business solutions to clients in Canada and around the world. With offices in Toronto, Montréal, Québec City, Calgary and Vancouver, we provide challenging and rewarding career opportunities across the country. Recognized as one of Canada’s Top 100 Employers for eleven consecutive years and one of Canada’s Best Diversity Employers for fourteen consecutive years, our culture is guided by The McCarthy Way—our shared approach to working with clients and with each other.

The McCarthy Way is built on four core elements: Excellence, through attracting and developing top talent committed to delivering on our Client Commitment; Collaboration, through seamless, integrated teamwork; Inclusion, through eliminating barriers to belonging and success; and Innovation, through delivering maximum value by embracing leading-edge technologies and approaches. Together, these principles shape how we work, lead, and grow—every day.

We are recruiting for an Events Specialist to join our team in our Vancouver office. The successful candidate must have a minimum of five to seven years’ experience in major event planning in corporate, hospitality and/or not-for-profit environments and will be responsible for providing high-level event planning and project management for regional and national events hosted virtually, in-person or a hybrid of both, ensuring alignment with the firm’s strategic direction. McCarthy Tétrault employees benefit from a hybrid work environment.

Salary Range: $70,000 – $80,000 annually

The offered salary may vary based on the candidate’s job-specific knowledge, skills, and experience.

As an Events Specialist, you will be:

• Organizing event kick off meetings with key stakeholders and Clients and Markets leads to confirm the strategic objectives, target audiences, optimum timing, themes, program format, physical layout and internal and external speakers.
• Working closely with key stakeholders, Clients and Markets leads, CRM and legal assistants to develop targeted guest lists.
• Managing vendor/supplier relationships and negotiating contracts.
• Researching and selecting venues, ensuring optimal seating arrangements and floorplans.
• Confirming estimated budgets, including submitting for appropriate approvals, tracking, coding and submitting all expenses.
• Developing timelines and workback schedules including confirm important deadlines with key stakeholders and Clients & Markets leads.
• Drafting, coding and circulating invitations.
• Tracking all RSVP’s and final attendance.Oversight of registration management and onsite hosting team.
• Liaising with internal departments including A/V, Catering, Conference Services.
• Creating program materials.
• Researching and selecting gifts and décor.
• Developing and maintaining detailed and comprehensive event summaries to monitor the health of each program; compiling all details and ensuring a seamless execution.
• Producing detailed and comprehensive event reports (pre and post) tracking attendance, budget, opportunities and successes.
• Providing recommendations for future events: analyzing ROI, scheduling post-mortem meetings with responsible lawyers to discuss “best practices” and “lessons learned”.
• Providing key stakeholders and Clients and Markets professionals across the firm with regular event updates.
• Updating the firm’s intranet and external website with details of upcoming events. Updating event campaigns in Salesforce on a real-time basis.
• Contributing to Clients and Markets team initiatives and special projects, as required.
• Contributing to national Client Events team initiatives and special projects, as required.

As our ideal candidate, you will distinguish yourself by the following profile:

• Post-secondary education in business, marketing, communications, and/or a diploma in event planning.
• Five to seven years’ experience in major event planning in corporate, hospitality and/or not-for-profit environments.
• Experience in legal or professional services firms an asset.
• Profession designation an asset.
• Superior organizational skills and ability to handle many projects concurrently.
• Ability to convey professional maturity and a “business oriented” approach.
• Ability to develop strong professional relationships.
• High level of initiative, attention to detail, and excellent follow-up skills.
• Flexibility to work extra hours during peak periods, and regularly outside of normal business hours.
• Bilingualism (French and English) is an asset.
• Experience with Pardot, Salesforce or other CRM software an asset.

As a member of the McCarthy team, you will have access to:

• Outstanding benefits from day one, including insurance premiums paid by the Firm and wellness and technology reimbursements.
• Competitive compensation, paid overtimeand generous time off, including a day off to volunteer and a day off for your birthday.
• A commitment to professional development and growth opportunities for our people at all levels, supported by a culture that fully embraces and encourages two-way feedback.
• Strong community involvement and a commitment to equity, diversity and inclusion.
• A collaborative, cohesive culture that connects lawyers and business teams through collective purpose.

We thank all applicants for their interest in McCarthy Tétrault; however, only chosen applicants will be contacted. We regret that we are unable to respond to individual inquiries about application status. McCarthy Tétrault is an equal opportunity employer that fosters an inclusive, equitable, and accessible environment. Please notify us if you require accommodation at any time during the recruitment process.