Event Administrative Coordinator - Toronto, Canada - DM Lyons Consulting

DM Lyons Consulting
DM Lyons Consulting
Verified Company
Toronto, Canada

1 month ago

Sophia Lee

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Sophia Lee

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Description

Salary:
$50-60K/year
This is a fantastic opportunity to be part of an expanding small business. Located in Toronto, our client organizes face-to-face meetings annually across the US and Europe. As the company grows, they are seeking to enlarge their team. This role, which offers potential for advancement, is a newly established position. It is a full-time permanent remote job.

Within about a year, the chosen candidate will have the chance to attend these meetings and oversee on-site coordination.

Role Summary:

Manage various administrative duties associated with the yearly meetings and aid the Team in handling project timelines, cost estimates, communication with hotels, client coordination, and the creation of documents, spreadsheets, and reports as needed.


The ideal candidate should have experience in the hospitality industry, a valid Passport, and the ability to travel to the USA & Europe multiple times a year for around 3 nights per event.
  • Embrace efficiency by contributing to the development of straightforward and practical solutions.
  • Demonstrate excellent communication skills (both verbal and written) and the ability to adjust communication style according to the audience.
  • Possess exceptional attention to detail and a talent for producing materials and documents that align with the brand.
  • Excel in establishing order, timelines, and procedures to enhance efficiency while remaining flexible to accommodate changing client requirements.
  • Display a proactive attitude and the ability to anticipate future steps.
  • Proficient in Office 365 software including Excel for spreadsheet management and basic knowledge of PowerPoint.
  • Maintain a can-do attitude, uphold high quality standards, and exhibit eagerness to contribute to the company's growth and development.
  • Enjoy the blend of working collaboratively within a small team and independently.
  • Understand the dynamics of working with an entrepreneur.
Required Skills:
  • Proficiency in Word, Excel, and Outlook.
  • Experience in creating photo directories using Power Point templates.
  • Familiarity with Weebly or WIX for content management.
  • Strong communication skills for interactions with senior legal professionals and their Executive Assistants.
  • Exceptional organizational abilities to handle multiple projects at various stages and manage critical paths for program executions.
  • Attention to detail in document formatting, including content and brand consistency.
  • Previous experience in startup environments or the hospitality industry is advantageous.
  • At least 3-5 years of experience in hospitality (Front Office, Reservations, Catering, Conference Services, etc.).
Role Description:
  • Manage Continuing Legal Education (CLE) / Continuing Professional Development CPD accreditation filings.
  • Conduct venue research.
  • Create and oversee rooming lists.
  • Coordinate with hotels for time-sensitive communications.
  • Establish and adhere to food and beverage budgets.
  • Manage client information and update databases.
  • Upload content to the website.
Perks:
  • Permanent remote position.
  • Travel to 8-10 meetings annually, staying at 5-star hotels.
  • Opportunity to earn travel rewards.
  • Comprehensive health and dental benefits.
  • Annual office closure during the Christmas holidays.
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