Events Specialist - Toronto - Options Consulting Solutions

Description

Company Perks and Rewards

• Collaborative team and department
• Multiple company events to execute

The Company

Our client is a highly respected Toronto-based law firm known for its collaborative culture and commitment to excellence. They are hiring an experienced and detail-oriented Internal Events Specialist to support the planning and delivery of high-quality internal events and firm-wide initiatives.

The Job

The Events Specialist will serve as an internal collaborative business partner and planning resource to the company's business services units. This role acts as a central coordination point for internal events and cross-departmental collaboration, ensuring seamless execution of company-wide initiatives and maintaining strong working relationships across all business units. This role will also provide occasional support to the External Events Specialist as needed, assisting with ticket distribution, planning, logistics, and coordination for external events and client entertainment.

Due to the nature of the role, some flexibility will be required both in working hours and in-office workdays.

You will also:

Event Planning & Administration

• Plan and execute all internal events annually, both in-person and virtual related to internal working committees, human resources, professional development and Partnership
• Maintain comprehensive internal event calendar and coordinate weekly planning meetings with internal stakeholders
• Design and deploy event communications including invitations, reminders and confirmations
• Produce event budgets, tracking and reconciliation, work-back schedules, and post event communications and analyses
• Reconciliation of department credit card and vendor invoices
• Promotional collateral sourcing and inventory
• Support additional organizational initiatives and special projects as needed
• Support the firm's external events specialist where required

End-to-End Event Logistics

• Support planning calls and coordinate deliverables with internal stakeholders
• Organize all event requirements including catering, AV equipment, venue setup, signage, rentals, entertainment, and staffing
• Maintain project timelines with associated action items
• Coordination of regular events meetings with internal stakeholders, budget tracking and reconciliation, work-back schedules, and post event communications

On-Site Event Management

• Oversee event registration, nametag creation, and packaging
• Provide in-room support and ensure presenter readiness
• Coordinate with internal staff, venue personnel, and webcast providers during events

Technology & Communications

• Utilize CRM (InterAction) and communications software to streamline event-related correspondence and client engagement
• Schedule, host, and manage virtual meetings, training sessions, and webinars in Zoom and Microsoft Teams – Includes coordinating invitations and communications, preparing and supporting speakers, and recording/distributing session materials in alignment with Firm standards
• Configure and oversee platform features (e.g., waiting rooms, breakout rooms, polling, Q&A, presenter permissions)
• Provide real-time technical assistance

What you bring to the job

• Post-secondary education in Marketing, Communications, Event Management, or a related field
• Minimum 2+ years of experience in event planning, preferably in a law firm or professional services environment OR corporate events.
• Experience coordinating both in-person and virtual events
• Strong organizational and time management skills with the ability to manage multiple projects simultaneously
• Experience developing and managing event budgets, timelines, and logistics
• Ability to coordinate cross-functional teams and manage stakeholder expectations
• Excellent written and verbal communication skills
• Ability to craft professional event communications including invitations, reminders, and follow-ups
• Strong interpersonal skills with a collaborative mindset and ability to build relationships across departments
• High level of accuracy in managing event logistics, budgets, and communications
• Proven ability to troubleshoot and resolve issues in real-time during events
• Ability to adapt to changing priorities and work effectively in a fast-paced environment
• Willingness to support external events and special projects as needed
• Willingness and availability to work flexible hours as required, as events can take place outside normal working hours

Technical Skills

• Excellent working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Demonstrated expertise with virtual meeting platforms, particularly Zoom and Microsoft Teams
• Proficiency in configuring and managing virtual meeting and webinar features (e.g., breakout rooms, polling, Q&A) and troubleshooting technical issues

Qualified job seekers are asked to apply with attention to Gregg Lienhart.

I really look forward to hearing from you, but please understand that I will only be contacting those that are applicable for the role.

Options Consulting Solutions is an equal opportunity employer and welcomes applications from all individuals. Applicants selected for an in-person interview will be asked whether specific accommodations are needed to support a personal disability.

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