Event Coordinator

Job Description

TRREB organizes a large number of meetings, conferences, and events throughout the year for its Members and staff. We're looking for a highly skilled and detail-orientated event coordinator who can help make these gatherings consistently efficient, cost-effective, and memorable. The ideal candidate will report to the Director of Communications and work closely with the Corporate Event Planner by supporting the planning and execution of all TRREB events. The event coordinator will assist with all corporate event delivery elements, including event proposals, planning, handling the administration and logistics of Member and staff events while discerning work priorities to ensure timely execution. PRINCIPAL DUTIES Develop a complete understanding of the requirements for TRREB Member and staff events. Act as first contact by answering, screening and directing calls, emails and on-site requests from Members, vendors and staff pertaining to events. Arrange and schedule event meetings, including coordinating conference calls, video conferencing, room bookings, preparing meeting materials, arranging catering, etc. Manage event registration lists, including registering the Board of Directors, special guests, speakers and staff for all events. Collect, monitor, maintain and process event attendance, notifying the Corporate Event Planner and management of all necessary attendance information and coordinate "no-show" fee notices with the communications team. Research vendors, special guests, and speakers for all TRREB events. Research appropriate venues, AV, catering, and other event services as required. Accompany the Corporate Event Planner for site visits and meal tastings. Coordinate the printing of event materials, including name tags, table cards, reserved signs, wayfinding signs, etc. Attend TRREB REALTOR® QUEST Task Force meetings and take meeting minutes as required. Handle day-to-day administration of events and programs, including order placements, BEO reviews, vendor monitoring, travel planning, restaurant reservations, attendee participation, registration counts, RSVP tracking, and issues resolution. Arrange flights, transfers and hotel rooms for staff, Board of Directors, guest speakers, exhibitors, etc. as required. Attend all TRREB events and assist with event set up, tear down and follow up. Distribute thank you letters, gifts and event evaluation questionnaires for all events upon event completion as applicable. Ensure compliance with insurance, contractual, legal, health and safety obligations. Stay up to date on the latest event trends and apply the best practices to TRREB events. Perform other duties as assigned from time to time. HEALTH AND SAFETY RESPONSIBILITIES The incumbent will follow safe work procedures, knowing and complying with all health and safety regulations. Personal protection and safety equipment will be used if/when required and they will promptly report any injury or illness, unsafe acts or unsafe conditions immediately to their Supervisor. REQUIREMENTS Minimum 2 years of event coordination experience in a corporate environment Bachelor's degree (or equivalent) in hospitality management or public relations Proven track record assisting in the planning of successful events Experience working with colleagues in graphic design, marketing, and communications Excellent written and verbal communication skills Strong project and time management skills Strong detail-oriented skills Excellent organizational and multi-tasking skills Ability to remain calm under pressure and maintain a customer-service mindset Established relationships with vendors Advanced knowledge of Event Management Systems and Microsoft Office, particularly Excel, Word, Outlook and Adobe Acrobat are essential SPECIAL WORKING CONDITIONS Occasional overtime and after-hours work, including evenings and weekends, and working attendance at special events, held during and outside of regular work hours, may be required. A considerable amount of time will be spent working on a computer. A reliable vehicle and valid Ontario driver's licence are required for occasional travel within the GTA. HOW TO APPLY Application Details To apply for this position, please submit your cover letter, resume, and salary expectations to the attention of: Lola Abraham Human Resource & Payroll Associate via e-mail: hr@trreb.ca Please include "Event Coordinator" in the subject line. As an employer committed to the principles of employment equity, we encourage applications from women, Aboriginal peoples, visible minorities, persons with disabilities, and persons of all sexual orientation or gender identity. We are committed to providing an inclusive and barrier free experience to applicants with accessibility needs in accordance with the Ontario Human Rights Code (2015) and the Accessibility for Ontarians with Disabilities Act (AODA). To request accommodation during the recruitment process, please indicate this in your email. While we thank all candidates for their interest, only those short-listed will be contacted.