Event Coordinator II

Populous•Quinte West, ON

7d•$78,000 - $85,000•Hybrid

About The Position

Populous is a global design firm that began with a singular focus: to draw people together around the things they love, through experiences that capture all the senses, amplifying the atmosphere of excitement and pure joy shared in human moments. We’ve designed and delivered some of the world's most memorable civic, sports and entertainment buildings, from iconic stadia to ground-breaking live music venues. All of Populous’ collective design expertise ultimately culminates in one thing: the event. We work at all scales, having developed intimate one-off experiences, all the way up to major international multi-day festivals. Our venues have hosted some of the most prestigious events in sports and entertainment, from the FIFA World Cup and the NFL Super Bowl, to the Summer and Winter Olympic and Paralympic Games. Our unmatched understanding of venue design has allowed us to transcend traditional boundaries, bringing all of our architectural knowledge into the world of event planning. Populous has experience at every level of the event ecosystem. We have designed and developed new events in all corners of the globe and combined entertainment in new ways, such as fusing live music with sport. We are seeking an Event Coordinator II to develop and support key areas of event planning, coordination, and project tracking. This person will lead the implementation of assigned project components and collaborate with project managers and other team member to produce successful events. With 2-6 years of experience, this role involves managing portions of projects independently, mentoring junior designers, and engaging with clients in a collaborative design environment.

Requirements

Detail-oriented and organized with proven track record of efficient time management across multiple projects.
Proficiency in MS Office; advanced understanding of Excel/database relationships and Smartsheet is a plus.
Technical acumen – quick to pick up new tools/software/platforms.
Excellent written and verbal communication skills.
Proven ability to be flexible, adaptable, and maintain composure when managing shifting priorities, project requirements, demands, and timelines.
Ability to work effectively both independently and in a team-oriented, collaborative environment.
Demonstrated ability to identify areas for process improvement and take initiative to implement solutions that enhance efficiency and effectiveness.
Strong problem-solving skills with the ability to think critically and make quick decisions under pressure.
Experience with broadcast productions and in-venue presentation of sporting events.
Experience with sports registration, rules development, timing and scoring systems.

Nice To Haves

Bachelor’s or associate degree preferred but not required.
Experience with officials and sport managers/coaches to include but not limited to hiring, training, onboarding, payroll and managing.
Experience with volunteer registration and/or volunteer management.
Experience with multi-day, multi-sport events or multi-day, same sport events.

Responsibilities

Assisting project managers with development of Sporting Program for Warrior Games.
Collect schedule data, update project schedules and report on this information to staff, clients, and vendors using tools such as Smartsheet.
Oversee and assist with administrative support as needed, such as scheduling meetings, ordering supplies/equipment, creating presentations, task coordination and follow-up.
Coordination of multiple vendors, contractors, and suppliers on their specific deliverables and providing regular status updates.
Managing contracts/agreements between vendors and clients, coordinating detailed cost and budget submissions, and oversee tracking of certificates of insurance and other supporting project documents.
Recruiting, contracting, and managing multiple sport managers and officials for various sporting events.