Events Coordinator - Toronto, Canada - The Royal College of Dentists of Canada

Description

About us
The mission of The Royal College of Dentists of Canada is to inspire and foster excellence in dental specialties. We achieve this by administrating a high-caliber examination and engaging with our membership of over 2,500 dental specialists worldwide.

Starting in 2024, RCDC will be the organization in charge of administering the assessment examination as part of the licensing process.

As part of the RCDC staff, you are part of a small but goal-oriented and dedicated team that strives for excellence in every facet of the organization.

Job Duties
Event Planning

• Plan, manage and execute events in various formats (inperson, virtual or hybrid).
• Book event space, arrange food and beverage, order supplies and audiovisual equipment, make travel arrangements, order event signs, and ensure appropriate décor to meet the quality expectations of the organization.
• Gather information on each project to achieve quality event productions.
• Conduct research, make site visits, and find resources to help staff make decisions about event possibilities.
• Create and revise room layouts for each event when necessary.
• Propose new ideas to improve the event planning and implementation process.
• Serve as liaison with vendors on eventrelated matters.
• Recruit and coordinate volunteers and/or temporary staff.
• Assist with managing onsite production and clean up for events as necessary.
• Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.
• Close out all events as required.

Event Administration

• Assist with preparing budgets and provide periodic progress reports to Staff Directors for each event project.
• Keep track of event finances including check requests, invoicing, and reporting.
• Coordinate appointments and visits to see the space, and scheduling of events on the shared calendar.
• Send out event invitations and act as pointofcontact for eventrelated inquiries for attendees.
• Prepare and modify event contracts as requested.

Records Management

• Ensure compliance with policies and procedures for records management and retention.

Reporting

• Prepare quarterly reports for the Director of Operations, as required.
• Assist in the creation of reports on event related statistics and other key metrics, as required.
• Assist in collection, analysis and reporting on attendee feedback on RCDC events when required.

Educational Requirements

Degree/Diploma:
Bachelor's Degree or Diploma in Event Planning/Management


Area of Concentration:
Event Management


Required/Preferred:

• Bachelor's degree preferred; significant work experience can substitute for the degree.
• Minimum three (3) years' relevant experience in planning, coordinating and executing logistics for small to largescale programs and events.
• Demonstrated experience in meeting multiple and concurrent deadlines and working in a fastpaced environment.
• Strong proficiency in virtual collaboration platforms, such as MS Teams and Zoom.
• Excellent interpersonal, customer service, and communication skills with the ability to interact with a wide variety of stakeholders including senior leaders in a tactful, polite, professional and diplomatic way.
• Meticulous attention to detail.
• Demonstrated excellent organizational skills to independently prioritize own workflow and time management skills to handle multiple deadlines and events occurring within short and overlapping time periods.
• Fluency in English and French is strongly preferred.

To be successful in this role you will be:

• A proficient communicator
• Efficient
• Resourceful
• Selfdirected
• A team player
• A problemsolver
• Flexible work environment.

Job Types:
Full-time, Permanent


Salary:
$50,000.00-$55,000.00 per year


Benefits:

• Dental care
• Disability insurance
• Extended health care
• Life insurance
• Paid time off
• RRSP match
• Vision care
• Work from home

Schedule:

• Monday to Friday

Supplemental pay types:

• Overtime pay

Experience:

- event planning: 3 years (required)

Work Location:
Hybrid remote in Toronto, ON