Corporate Events Coordinator

OICR•Toronto, ON

1d•CA$31 - CA$34•Onsite

About The Position

The Ontario Institute for Cancer Research (OICR) is seeking a professional and reliable Corporate Events Coordinator and Administrative Assistant to support the day-to-day operations of the Executive Office, Scientific Secretariat and Communications. Strong interpersonal, organizational and customer service skills are essential for success in this role. The Corporate Events Coordinator is responsible for planning, organizing, and executing corporate and institutional events, conferences, and meetings for the Institute and providing events support to OICR’s programs and networks. This role requires exceptional organizational, communication, and project management skills, as well as the ability to balance multiple priorities. The successful candidate will serve as OICR’s subject matter expert on event planning and logistics, while also providing administrative and operational support to senior leaders across the Institute, including the Associate Director, Scientific Secretariat and the Director, Communications. This position is temporary, full-time until February 2027 to cover a maternity leave.

Requirements

Post-secondary education in business administration, event management or a related field, or recognized equivalent.
Demonstrates exemplary customer service skills and good judgment when interacting with internal and external stakeholders.
Proven experience supporting or coordinating events, including logistics, scheduling, room or venue setup, catering arrangements, and on-site support.
Excellent organizational and problem-solving skills; quality and detail oriented, with the ability to manage multiple event and administrative priorities simultaneously.
Excellent verbal and written communication skills, with the ability to draft clear correspondence and event materials.
Strong internal and external relationship management skills; ability to interact and work professionally and effectively with staff, vendors, and event partners.
Ability to work well under pressure, prioritize, and multi-task within a fast-paced environment, particularly during event planning and execution periods.
Self-motivation and initiative with a proactive approach to anticipating event and office needs.
Receptive to feedback and able to adapt plans or processes to ensure successful outcomes.
Adaptability, flexibility, diplomacy, and tact in managing diverse stakeholders and changing requirements.
Advanced proficiency in computer software, e.g., MS Word, Outlook, and Excel; experience with event registration systems, virtual meeting platforms, or scheduling tools is an asset.
Familiar with using web browser-based applications for timekeeping and data entry.

Nice To Haves

experience with event registration systems, virtual meeting platforms, or scheduling tools is an asset.

Responsibilities

Plan, coordinate, and execute corporate and program-level events, conferences, and institutional functions.
Source, evaluate, and negotiate contracts with venues and suppliers to secure the best value for OICR.
Manage catering, A/V, registration, travel, accommodations, and other event logistics.
Collaborate with speakers, guests, and internal teams to ensure seamless event execution.
Develop and manage event budgets; monitor expenditures and reconcile post-event expenses.
Ensure OICR’s brand and event materials reflect professional and consistent messaging.
Provide onsite and virtual event support, including troubleshooting and problem-solving.
Manage event software and platforms (e.g., Whova, Zoom, Eventbrite, Slido).
Lead or participate in organizing committees for OICR-led and co-hosted events.
Plan and execute internal institutional events (i.e., events where all staff are invited). Such as OICR Town Halls and social events.
Provide leadership and guidance to the volunteer OICR Engagement Committee.
Track and report event metrics and outcomes to evaluate success.
Develop detailed critical path timelines and assign deliverables.
Draft and send event-related communications, including agendas, invitations, and logistical updates.
Serve as the primary contact for event vendors and venues.
Obtain competitive quotes, negotiate terms, and oversee vendor contracts and payments.
Supervise suppliers and venue staff to ensure OICR’s interests are upheld.
Conduct site inspections and pre-conference consultations.
Maintain relationships with preferred vendors and identify new partners as needed.
Incorporate post-event feedback and lessons learned into future planning.
Advise OICR staff on event strategy, logistics, and best practices.
Support planning for events of varying formats (virtual, in-person, and hybrid).
Create and maintain event planning templates, workflows, and reference guides.
Collaborate with IT to ensure appropriate technology and meeting capabilities.
Maintain expertise in event and web-conferencing tools to support internal teams.
Provide cross-functional support to other departments during low event activity periods.
Provide comprehensive administrative support to senior leaders across OICR, including the Associate Director, Scientific Secretariat and the Director, Communications.
Managing complex calendars, scheduling meetings with internal and external contacts, and coordinating logistics.
Managing professional memberships and conference registrations.
Preparing correspondence, reviewing and editing written materials, and ensuring all documents are brought forward in advance of appointments.
Tracking deliverables to ensure deadlines are met.
Coordinating workshops, committee, and governance meetings, including catering, room setup, and IT support.
Assisting in the preparation of presentations and meeting materials; occasionally taking minutes.
Processing and tracking invoices, expenses, and purchasing card reconciliations.
Booking travel and accommodations using Travel Edge Concur.
Maintaining office supply inventories and managing related administrative processes.
Organizing and maintaining electronic and manual filing systems in accordance with OICR policies and procedures.
Tracking and recording departmental expenses.
Overseeing the University of Toronto PubMed Library account registry.
Liaising with administrative and executive staff across OICR, Program Directors/Managers, and external stakeholders to support coordination and communication.
Overseeing the distribution of OICR Research List event communications and maintaining an up-to-date membership listing.
Attending monthly Administrative Council meetings and sharing relevant updates with the team.
Providing occasional backup coverage for the Executive Office and Reception (vacation and Weekly Briefing/Friday Note communications).
Flexing work hours as needed to meet event or operational deadlines.
Performing other duties consistent with the job classification, as required.