Events Coordinator Contract - Toronto, Canada - Dimensional Fund Advisors

Description

Notes to applicants:

• Most roles at Dimensional will be part of our bestofboth hybrid working model. This includes working together in the office on Tuesdays, Wednesdays and Thursdays, and choosing to work in the office or remotely on Mondays and Fridays. This maximizes in person collaboration and interaction while simultaneously providing flexibility. This broad universal approach applies to most roles globally with a few exceptions that require more or less time in the office. Please discuss with your Recruiter to confirm the details for this specific role.
• Here at Dimensional, we strive to be an inclusive workplace for all. Even if you do not match every qualification listed, if you are interested in who we are, what we do, and why we do it, we suggest and encourage you to apply.

Responsibilities:

Assist in the contracting, planning, and execution phases for events of all sizes.

Coordinate logistics for both internal staff events and external client events, including audio/visual services, food and beverage, décor, and vendor management.

Coordinate, manage, and execute logístical components related to virtual event broadcasts facilitated through GlobalMeet and Zoom.

Manage and adhere to master event calendar and timelines.

Work with internal departments to confirm speakers and agendas for events.

As directed on a per event basis, communicate specific presentation, display items, and materials needs to internal departments.

Manage, document, and update event planning processes.

Maintain data collection and archiving.

Coordinate with on-site facilities team to ensure event supplies such as name badges and other materials are available.

Create and manage custom websites using Cvent's software; track event registration and answer questions from registrants.

Ensure quality control for all conference deliverables, including proofreading and design approval.

Establish and track Canadian dealers' approval for conference invitations per National Instrument (NI

Other duties as assigned, including executive assistance with meeting availability requests and expense report processing.

Oversee meeting management and hospitality service to employees, clients, and guests.

Actively pursue ways to enhance the overall employee and client experience and provide service direction

Liaise with property management staff to track and resolve maintenance issues, video conference concerns, and building-related questions

Assist with visitor and client management in conjunction with building staff

Coordinate with internal departments or other offices for onboarding employees, technology needs and office maintenance

Maintain strong relationships with shipping and office supply vendors; maintain storage rooms, conference rooms and other specified areas in a clean and orderly condition

Serve as a building representative for life safety and evacuation procedures.


Qualifications:

Bachelor's degree in hospitality, communications, or a related field.

Minimum two years of experience in corporate event planning or office administration required

Ability to work with C-level executives with the highest level of professionalism and discretion.

Hands-on involvement and service-minded attitude from pre-event management to post-event follow through.

Exceptional customer service skills, interpersonal skills and a positive can do attitude.

Team player who enjoys a collaborative environment but is also an independent thinker capable of managing multiple projects and meeting deadlines.

Demonstrated problem solver who thrives on helping others.

Flexibility to adapt quickly to changing needs and priorities, handle multiple tasks simultaneously, and effectively prioritize workload.

Strong verbal and written communication skills.

Detail oriented with the ability to multi-task across different projects and events in parallel.

Exceptional organizational and follow-through skills.

Excellent verbal and written communication and interpersonal skills.

Strong computer skills (MS Office, MS Power BI, MS Dynamics, Cvent, GlobalMeet, Zoom) with the ability to learn programs as needed.

Knowledge of broadcast services and the financial industry a plus.

Minimal travel required.

LI-HYBRID

Dimensional offers a variety of programs to help take care of you, your family, and your career, including comprehensive benefits, educational initiatives, and special celebrations of our history, culture, and growth.

It is the policy of the Company to provide equal employment opportunity for all applicants and employees.

The Company does not unlawfully discriminate on the basis of race, color, religion, creed, sex, gender, gender identity, gender expression, national origin, age, disability, genetic information, ancestry, medical condition, marital status, covered veteran status, citizenship status, sexual orientation, or any other protected status.

This policy applies to all areas of employment including recruitment, hir