Events Coordinator

University of Toronto • Toronto, ON

8d • CA$72,119 - CA$92,226 • Onsite

About The Position

Working on-site, and under the supervision of the Manager, Events, the Events Coordinator develops and organizes the logistics of numerous/multi-day events within tight timelines and competing deadlines. The incumbent serves as a main contact between the Faculty of Law and its faculty and event conveners, ensuring the successful delivery of workshops, conferences, roundtables, business luncheons, dinners and other events with the highest level of quality.

Requirements

• Bachelor's Degree or acceptable combination of equivalent experience.
• Minimum three years of directly related experience in planning, organizing, and executing events, preferably in a university or comparable environment.
• Demonstrated experience coordinating logistics such as room bookings, catering, audio/visual services, and permits for small to large-scale events.
• Experience preparing service contracts, invoices, itineraries, and floor plans for events.
• Experience developing content for marketing, promotional materials, and digital platforms, including social media.
• Experience analyzing administrative processes, post-event feedback, and recommending improvements.
• Experience collaborating with clients, vendors, and internal stakeholders to resolve issues and ensure event success.
• Experience supporting financial processes such as cost estimates, expense tracking, and processing invoices and receipts.
• Experience drafting reports, promotional content, and professional correspondence, with a strong attention to detail.
• Experience providing guidance or direction to casual staff or volunteers.
• Strong organizational and time management skills with the ability to manage multiple competing deadlines and priorities.
• Excellent communication skills, both written and verbal.
• Superior customer service and stakeholder engagement skills.
• Strong analytical and problem-solving skills to identify needs, recommend solutions, and adapt to changing requirements.
• Proficiency with MS Office Suite (Word, Excel, PowerPoint, Outlook), event management software and digital platforms.
• Ability to work effectively under pressure, manage urgent or unpredictable assignments, and maintain professionalism in a high-volume environment.

Nice To Haves

• Familiarity with creating event layouts, floor plans, or using CAD-style software for space planning.
• Knowledge of accessibility standards and best practices for inclusive event planning.

Responsibilities

• Plan and coordinate events by acting as the first point of contact for enquiries, developing event schedules, and overseeing logistics such as room bookings, catering, permits, and audio-visual needs.
• Execute event operations, including preparing itineraries, service contracts, invoices, and floor plans, while ensuring smooth set-up, delivery, and post-event wrap-up.
• Collaborate with internal and external stakeholders (clients, vendors, service providers, and committees) to ensure requirements are met and issues are resolved.
• Develop and maintain communications by creating promotional content, maintaining digital platforms and social media, and liaising with communications staff to market events and services.
• Provide administrative support, including data entry, generating reports, analyzing processes, and recommending improvements for efficiency.
• Monitor event quality and outcomes through post-event evaluations, reporting, and recommendations for future improvements.
• Collaborating on financial tasks such as cost estimates, handling expenses, issuing receipts, and processing invoices.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level