Event Services Associate - Toronto, Canada - MaRS Discovery District

MaRS Discovery District
MaRS Discovery District
Verified Company
Toronto, Canada

1 month ago

Sophia Lee

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Sophia Lee

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Description

About MaRS:


MaRS supports promising high-growth companies to scale their businesses globally, while tackling key societal challenges in areas such as Health, Cleantech, Finance, Transportation, AI, and others.

In addition to helping start-ups launch, grow and scale, the MaRS community is dedicated to cross-disciplinary collaboration, commercialization of discoveries, and driving ideas to impact.

We understand qualifications on a job posting can be daunting.

If you're passionate about the role and believe you can make a meaningful impact, we want to hear from you, even if you don't meet every listed qualification.

We're always looking for great talent to join our team on planet MaRS.


About MaRS Innovation Hubs:


As the operators behind Canada's leading innovation hub campus, the MaRS Innovation Hubs business is foundational to supporting the overall MaRS mission of helping innovators create a better world.

Through developing, curating, operating and programming world-class properties, our work brings together active communities that converge sectors and disciplines to propel Toronto and Canada's innovation economy.

The Innovation Hubs business offers a dynamic, multi-faceted work environment with over 1.5 million square feet of purpose-built real estate under active management that includes a unique mix of offices, labs and research facilities, event spaces and retail space, with a tenant roster that includes start-ups, global tech companies, internationally recognized research institutions, capital providers and non-profit organizations.


About the role:


As part of the MaRS Innovation Hubs (MIH) team, this role supports the planning and delivery of MaRS events and meetings, both internal and external.

The Associate plays a pivotal role on the ground serving as the main point of contact for clients before the event, coordinating event set-ups, executing events onsite, and ensuring a seamless transition between bookings.

The role supports both the MaRS Centre and MaRS Waterfront locations.


Key Responsibilities**:


Planning:

  • Support the coordination of all events and meetings, which includes but is not limited to venue setup, catering orders, where required scheduling and managing thirdparty support staff, working with members of the MIH team to deliver a seamless event experience and overseeing any logístical requirements as outlined in the client's agenda and runofshow documents.
  • Responsible for ensuring that every booking is an operational win by ensuring timely and thorough communication with the MIH team, clients and vendors.
  • Schedule set ups/strikes with the Senior Manager, Event Services and Logistics Associate Lead to ensure all set ups are done properly and in a timely manner.
  • Prepare nextday event information for thirdparty support.
  • Submit applicable permits.
  • Participate in planning site visits.

Daily Event Support:

  • Act as onsite contact for clients, available and accessible throughout the event's duration.
  • Crosscheck meeting rooms before client arrival to ensure the layout, catering setups, and any special requests meet the predetermined event specifications.
  • Maintain meeting room and event space throughout the booking.
  • Work closely with thirdparty staff and vendors acting as the MaRS venue representative to ensure they follow our venue protocols at both locations.
  • Coordinate shipping services for clients and vendors at the MaRS Centre and MaRS Waterfront.
  • Available to work late evenings, early mornings, and weekends across both locations.
Administrative Duties

  • Assists with maintaining an accurate account, client, and event booking records in event planning system (Ungerboek/Momentus).
  • Responsible for maintaining the venues and event planning guides for both locations working closely with the team to ensure accuracy and uptodate information.
  • Ensure shared resources are uptodate and filed correctly.
  • Ensure timely posting of all invoices related to event charges (catering, DGS, etc.)
  • Work with Tenant Services to submit work orders for any event venue repairs required.
Other Duties

  • Participate in crosstraining to be able to provide backup support to other MIH delivery areas.
  • Provide vacation coverage for Tenant Services as required.
  • Fire warden for MaRS Centre and required participation in the annual training and fire drill procedures.

Qualifications:


  • Postsecondary degree, diploma or certificate or equivalent experience.
  • 2+ years of event planning work experience
  • Excellent customer service skills
  • Exceptional interpersonal & communication skills both verbal & written.
  • Comfortable working in a fastpaced, highenergy, and evolving work environment.
  • Collaborative team player who can work with a variety of departments and stakeholders.
  • Able to work independently and respond well to clear directions.
  • Highly organized with an excellent attention to detail
  • Solutionoriented and adaptable, able to jump in
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