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    Events Associate - Toronto, Canada - Dimensional Fund Advisors

    Dimensional Fund Advisors
    Dimensional Fund Advisors Toronto, Canada

    2 days ago

    Default job background
    Full time
    Description

    Description

    This position supports the planning, development, management, and execution of events to further the firm's strategic goals. The candidate must have knowledge of corporate event planning, including contracting, managing multiple timelines, and the management of office and event facilities.

    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 logistical 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.
  • Manage CA continuing education offering through CECAP, including adherence to their standards and regulations, application submission, data archives, certificate processing, and audits.
  • 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.
  • Monitor department emails and answer incoming calls on reception software and distribute to appropriate parties.
  • 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.

    • 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 opportunity for all employees and applicants. The Company recruits, hires, trains, promotes, compensates, and administers all personnel actions without regard to actual or perceived race, color, religion, religious practice, creed, sex, sex stereotyping, pregnancy (which includes pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), caregiver status, gender, gender identity, gender expression, transgender identity, national origin, age, mental or physical disability, ancestry, medical condition, marital status, familial status, domestic partnership status, military or veteran status or service, unemployment status, citizenship status or alienage, sexual orientation, status as a victim of domestic violence, status as a victim of stalking, status as a victim of sex offenses, genetic information, political activities or recreational activities, arrest or conviction record, salary history, natural hairstyle or any other status protected by applicable law except as otherwise required or permitted by law or regulation applicable to the Company or its affiliates.

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