Conference Services Coordinator

McCarthy Tétrault is a Canadian law firm that offers a full suite of legal and business solutions to clients in Canada and around the world. We offer challenging and rewarding career opportunities in our offices in Toronto, Montreal, Quebec City, Calgary and Vancouver. We are proud to have earned the distinction of one of Canada’s Best Diversity Employers for the fourteenth consecutive year in 2026.

Our culture is built on professional excellence, collaboration, innovation, thought leadership and entrepreneurialism, and we embrace inclusion in all its forms.

The successful candidate must have a minimum of 3–5 years of experience in a professional hospitality or event coordination environment and will be responsible for coordinating conference centre operations, managing event logistics and room bookings through EMS, supporting clients and internal teams, and ensuring seamless execution of meetings while maintaining high standards of service, security, and organization. This role is 5 days in office.

• Ensure that the first point of contact to the Conference Centres is welcoming, professional and friendly.
• Manage the firm’s event management system to coordinate all aspects for activities in our Conference Centres.
• Maintain visitor logs while ensuring confidentiality and security on the floor.
• Support firm members in the use of the EMS.
• Communicate boardroom requirements and coordinate adjustments to other service providers such as AV and catering.
• Align with the Conference Services Supervisors, Events team and catering providers to ensure all activities related to meetings or events are executed according to plan.
• Accommodate last‑minute bookings and room modification requests, adjusting other bookings based on priority.
• Ensure all documentation, including meeting and event summaries and service orders, is complete and accurate.
• Liaise regularly with the Supervisor and the Conference Services Team on items pertaining to the operation of the Conference Centre, and provide assistance during special events.
• Foster strong client relationships for the use of the firm’s conference centre for client needs.
• Keep up to date on firm changes and people to support client requests quickly and professionally.
• Ensure that policies for catering, security, health and safety are adhered to.
• Activate emergency protocols as required and report all security matters to management.
• Maintain security and confidentiality regarding both internal and external client meetings and interactions.
• Ensure that the Conference floor is clean, tidy and welcoming at all times; report any areas requiring repairs or maintenance to the appropriate personnel.
• Log and process incoming and outgoing mail and deliveries that pass through Conference Services.
• Ensure that visitors from other MT offices receive a security access card and are assisted to reserve a working space.
• Co‑ordinate with Facilities, IT and catering if necessary.
• Assist the Facilities Coordinator with informing the landlord of any issues such as washroom repairs, burnt‑out lights, water leaks, etc.
• Work directly with the third‑party Food & Beverage partner’s on‑site supervisor to ensure catering activities are executed according to standards.
• Produce weekly recovery reports for finance as required.
• Perform other duties as assigned.

• Minimum of a High School Diploma.
• 3–5 years of related experience, preferably in a professional hospitality environment.
• Professional certification and/or experience in Travel and Tourism, Hospitality/Hotel Management, or Event Planning is an asset.
• Exceptional interpersonal skills and customer focus; strong professional demeanor; personable, approachable disposition.
• Intermediate proficiency with MS Office (Word, PowerPoint, Outlook, Excel).
• Exceptional written and oral communication skills.
• Excellent time‑management, organizational and multi‑tasking skills; ability to work under pressure to meet critical deadlines with strict attention to detail.
• Ability to deal effectively with difficult situations; demonstrated problem‑solving skills, discretion and patience.
• Strong process orientation;…