Administrative & Event Support Coordinator

The Administrative & Event Support Coordinator plays a critical operational role within our growing event management company. Based in Fredericton, New Brunswick, this position provides operational, administrative, and logistical support across multiple projects and accounts. This role is ideal for a highly organized, detail-oriented professional who thrives behind the scenes, enjoys building systems, and takes pride in ensuring projects run smoothly from start to finish.

The successful candidate will support event planning, financial tracking, CRM management, reporting, and on-site coordination. This is a dynamic position suited for someone who enjoys structure, problem-solving, and contributing meaningfully to the success of a collaborative team.

Responsibilities
Registration & Attendee Management

Build and maintain event registration pages

Generate and analyze registration reports

Track attendee data, preferences, and communication lists

Budget & Financial Administration

Create and maintain detailed project budgets

Track expenses, reconcile costs, and support monthly invoicing processes

Monitor contracts, deposits, and payment schedules

Assist with financial reporting and post-project reconciliation

CRM & Data Management

Maintain accurate and up-to-date CRM records, including leads, proposals, client notes, and status tracking

Ensure consistency and data integrity across systems and shared platforms

Support reporting and tracking related to business development and client engagement

Maintain shared calendars, project management systems, and task tracking tools

Creative, Branding & Gifting Support

Source, order, and coordinate gifting items

Create branded materials using Canva and other design platforms

Support seasonal gifting and initiatives

Assemble gifting packages as needed, and coordinate delivery

Administrative & Documentation Support

Attend internal and external meetings as required

Take structured meeting notes and track follow-up action items

Maintain organized digital filing systems and documentation

Manage shipping and receiving for event materials

Support general office needs and supply management

Assist with internal coordination across departments and projects

Event Planning & Logistics Coordination

Support the development of event concepts, timelines, and planning documents

Coordinate event accommodation logistics including room blocks, rooming lists, and reporting

Support vendor sourcing, quoting, contracting, and coordination

Coordinate shipping, print production, signage, and logistical elements

Oversee name badge creation, printing, and assembly

Prepare printed materials, itineraries, and event documentation

Support on-site event delivery as assigned

Skills and Experience

2–4 years of experience in administrative support, project coordination, or similar role.

Strong organizational skills with the ability to manage multiple projects simultaneously.

High level of accuracy in data entry and record keeping

Proactive personality with exceptional attention to detail and follow-through.

Excellent time management, decision-making, organizational, and problem‑solving skills.

Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).

Familiarity with project management tools (such as Basecamp and Asana)

Experience with CRM systems (iDSS, Zoho) considered an asset.

Experience building registration platforms and generating reports preferred.

Proficiency in Canva or similar design tools.

Ability to learn new technologies for event delivery, comfortable learning new software and systems quickly.

Strong written and verbal communication skills.

Experience with financial tracking or budget support experience, or at least general knowledge.

Self-motivated with ability to work independently and as part of a team.

Experience with events, hospitality and tourism are considered an asset.

Valid driver’s license and access to a vehicle.

Flexibility to support occasional evening or weekend event work.

French language skills considered an asset.

Benefits and Compensation

Competitive salary based on experience.

Company-provided laptop and essential work tools to support your role and productivity.

Office space provided in our downtown office.

Opportunity to work with a dynamic and creative team.

Professional development and training opportunities.

How to Apply

We are not requesting resumes and cover letters. Instead, we would like you to take a few minutes to fill out our job application, available on our website:

We will be accepting applications until March 20, 2026. We thank all applicants in advance for their interest in this position; however, only those selected for an interview will be contacted.

Elm City Events is an equal‑opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We encourage individuals from all backgrounds to apply.

Active Dates:
We will be accepting applications until March 20, 2026.

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