Events and Hospitality Coordinator

Dentons•Calgary, AB

2d•Onsite

About The Position

Dentons is a global law firm with over 21,000 individuals in more than 200 offices across 80+ countries, known for challenging the status quo and delivering quality and value to clients. Dentons Canada is committed to its people and communities, recognized as an employer of choice with numerous awards. This role offers an opportunity to join Canada's Global Law Firm, providing avenues for career growth, skill development, and expertise deepening. The Calgary Events and Hospitality Coordinator will assist with event coordination and hospitality services, ensuring smooth operations aligned with business objectives. Key responsibilities include planning event logistics, managing budgets, and maintaining inventory, catering, and AV requirements to deliver seamless experiences. The role also emphasizes maintaining best practices for event execution and upholding high standards of cleanliness, safety, and service.

Requirements

2+ years of experience in event planning, hospitality, or corporate services, ideally in a professional services or law firm environment.
Proven ability to plan and execute events, manage vendor relationships, and oversee hospitality services.
Capability to meet physical demands, including lifting, navigating stairs, and extended standing.
Knowledge of cost analysis and budget management.
Proficiency in Microsoft Word, Excel, and Outlook, with adaptability to new technologies.
Strong self leadership skills with experience in organizing and prioritizing tasks.
Excellent written and verbal communication skills.
Exceptional interpersonal skills, including service orientation, conflict resolution, and negotiation.
Strong relationship-building skills with internal teams, business partners, and clients.
Strong time management, organizational, and project management skills.

Responsibilities

Execute events, including meeting objectives, working to budgets, selecting venues, coordinating vendors, creating agendas, and managing logistics
Oversee event set up and breakdown, coordinating with vendors and building operations staff to ensure seamless execution and adherence to the firms high standards
Support all activities for the events and hospitality team to ensure seamless execution and exceptional service
Maintain vendor relationships, review contracts and handle invoicing processes
Work closely with lawyers and other stakeholders to develop events that support business goals and enhance client relationships and reinforce the firms brand.
Oversee event timelines, tracking milestones, and ensuring all aspects stay within scope. This includes supporting client development activities as needed
Oversee Hospitality GL’s and budgets in collaboration with the Director
Ensure all meeting rooms booked via Dentons Meetings, are prepared to the firm standard, coordinating meals, beverages, and AV requirements
Maintain inventory, place orders, and oversee hospitality equipment maintenance
Request catering quotes and provide recommendations to meet event requirements while adhering to budgets
Stay updated on hospitality trends and recommend improvements to enhance the forms service offerings
Analyze event outcomes and prepare post- event summaries for best practice records and future planning
Enforce cleaning protocols to ensure cleanliness and safety in boardrooms and public spaces
Support the local IT team by setting up and troubleshooting basic Zoom, Microsoft Teams, and WebEx meetings
Provide reception coverage when needed to accommodate any staff shortage, which includes: Greet clients and visitors in a friendly and professional manner, Manage switchboard, responding to emails, and routing inquiries to the appropriate individual/s, Offer refreshments to clients and visitors while they wait, maintain a tidy reception and client waiting area, etc.
Other duties as required