Event Coordinator II

TD•Toronto, ON

1d•CA$52,700 - CA$74,400•Onsite

About The Position

This role supports the planning and execution of CEO and Senior Executive Team (SET) events, ensuring a seamless, high-quality experience. The Event Coordinator II will be responsible for coordinating logistics across all event elements, including venue sourcing, audio-visual requirements, food & beverage coordination, décor, transportation, and registration. They will also prepare and maintain core event deliverables, serve as a point of contact for vendors and stakeholders, track event status, and support onsite execution. Additionally, the role provides administrative and operational support to the AVP, CEO Events, including calendar coordination and material preparation. The position requires meticulous attention to detail to uphold CEO-level standards, proactive risk identification, and support for post-event activities such as follow-up communications and surveys. Financial management includes budget tracking and invoice coordination. The role also contributes to the continuous improvement of event processes and best practices, staying informed of industry trends. Collaboration within the CEO Events team is key, emphasizing ownership, responsiveness, and a proactive approach. The role supports multiple concurrent events, often with compressed timelines, and works across cross-functional teams and external partners.

Requirements

Undergraduate degree (or equivalent experience)
1–3 years of experience in event coordination, hospitality, or executive support
Experience supporting high-touch, executive-level events is an asset

Responsibilities

Support the planning and execution of CEO and Senior Executive Team (SET) events, ensuring a seamless, high-quality experience.
Coordinate logistics across all event elements, including venue sourcing and confirmations, audio-visual requirements, food & beverage (F&B) coordination, décor and experience elements, transportation and guest logistics, and registration and attendee management.
Prepare and maintain core deliverables, including logistics briefs, bios, seating charts, and pre-read materials.
Serve as a day-to-day point of contact for vendors and internal stakeholders, addressing operational questions and ensuring alignment.
Track and communicate event status, timelines, and logistics updates to stakeholders.
Support onsite execution, including event advancement, guest flow, and real-time coordination.
Provide administrative and operational support to the AVP, CEO Events, including calendar coordination, meeting logistics, preparation of materials, and tracking of key deliverables.
Execute against the Work Breakdown Structure (WBS) and support management of the critical path for each event.
Maintain strong attention to detail across all logistics to uphold CEO-level standards and “zero surprises” execution.
Identify and escalate risks, issues, or gaps proactively.
Support post-event activities, including follow-up communications, post-event surveys (as applicable), and input into Post-Implementation Reviews (PIRs).
Support budget tracking and invoice coordination, ensuring accuracy and alignment to approved budgets.
Assist with vendor reconciliation and expense management post-event.
Adhere to internal policies, procedures, and governance standards.
Maintain confidentiality and discretion in handling sensitive executive and event-related information.
Contribute to the evolution of the CEO Events playbook, templates, and processes.
Stay informed of event industry trends and best practices to enhance experience design and execution.
Identify opportunities to improve efficiency, consistency, and quality across events.
Collaborate effectively within the CEO Events team, contributing to a high-performance, team-oriented environment.
Demonstrate strong ownership, responsiveness, and a proactive approach to work.
Support knowledge sharing and continuous learning across the team.
Act as a brand ambassador, reflecting the standards and professionalism of CEO Events in all interactions.