Senior Event Operations Lead (End-to-End + Travel)

The Idea Hunter; Toronto; Hybrid; CAD 52,000 - 75,000; Full time

Benefits offered by this job

Hybrid work model

Health and dental

Cell phone allowance

Team in-person day per month

Job summary

The Idea Hunter in Toronto is seeking a Senior Coordinator to own our most complex corporate programs from handoff to on-site execution, coordinating vendors, timelines, logistics, and client communications. You will mentor Operations Coordinators, manage 5–10 programs per month, and travel within Ontario with occasional overnights.

The role requires schedule flexibility for evenings and weekends, with a hybrid setup for planning and on-site work.

Qualifications

• 2 to 3 years in event coordination delivering corporate programs end to end, live and virtual.
• Ability to run complex programs without supervision and know escalation needs.
• Experience managing out-of-town, multi-day programs including accommodations and venues.
• Willingness to travel evenings, weekends, with a valid driver’s licence and passport.
• Strong Excel and Google Sheets for project management; familiarity with AI tools (ChatGPT, Claude).

Responsibilities

• Run the most complex programs end to end without supervision.
• Be the on-site escalation point when issues arise.
• Mentor Operations Coordinators and set the standard for how a file is run here.
• Lead corporate retreats and out-of-town programs across Ontario and beyond.
• Manage destination logistics: room blocks, ground transport, venues and excursions.
• Build and manage supplier relationships in markets without a standing bench.
• Serve as the main on-site contact for the full duration of the program.
• Receive confirmed projects from sales, review scope, and connect with clients on next steps.
• Maintain Capsule CRM with all milestones and communications.
• Provide status updates to clients to ensure proactive information flow.
• Produce runs of show, BEOs, and on-site cue sheets for events.
• Coordinate shipping, receiving, and inventory for swag/kits, track courier numbers.
• Lead onsite events including AV coordination and photography notes.
• Act as floor captain: supervise load-in, rehearsals, cueing, and strike.
• Host virtual green-room calls and oversee streaming for webinars/hybrid events.
• Collect client and vendor feedback within 48 hours and log insights for improvement.
• Draft a short post-event report highlighting wins and lessons learned.

Skills

Event coordination

Excel & Sheets

On-site event management

Travel readiness

AI tools familiarity

Vendor coordination

Education

CMP / PMP (nice to have)

Project management certifications

Tools

Capsule CRM

Job description

The Idea Hunter in Toronto is seeking a Senior Coordinator to own our most complex corporate programs from handoff to on-site execution, coordinating vendors, timelines, logistics, and client communications. You will mentor Operations Coordinators, manage 5–10 programs per month, and travel within Ontario with occasional overnights.

The role requires schedule flexibility for evenings and weekends, with a hybrid setup for planning and on-site work.