Conference Coordinator - 88403

Line of Business:
Event Based Marketing

Duration: 12 months (Possibility of Extension or Conversion)

Location:

Downtown Toronto [Role considered in office; candidate will be required to travel to events in the US and Canada as required; 10+ events annually]

Hourly Pay Range: $32/- to $40/- per hour

Role Mandate:
Assisting with planning and execution of the Capital Markets Conferences. The team manages the planning of approx. 30 conferences each year through significant administrative coordination and reporting for client.

OBJECTIVES AND ACCOUNTABILITIES:

• Maintaining data in systems used for the various conferences such as but not limited to Dealogic, The Tiley System, Investor Conference Calendar, Global Metals & Mining Command Central, CVENT, the Conference App (including archive back-end) and “One Drive”

• Updating weekly Investor Conference Calendar

• Responsible for tracking, updating and reporting conference attendance for conference meetings

• Updating and tracking presenting company information such as bios and presentation/marketing materials

• Maintaining conference mailboxes

• Help to prepare meeting materials, minutes and post-conference survey and summaries

• Working with internal and external suppliers to manage supplies and promotional items and shipping and receiving during conference

• On-site execution

EDUCATION AND EXPERIENCE:

• Prior work experience in the financial services industry

• Prior work experience in internet and data management

• University degree or college certificate in event management or a related field

SKILLS AND

COMPETENCIES:

• Proficiency in Excel, Word, PowerPoint and Outlook

• Proficiency with internet and internet-based programs

• Strong written and verbal communication skills

• Strong presentation skills – ability to speak to large groups and present results and progress

• Team player, motivated and committed, self-starter and quick learner, confident, assertive, strong interpersonal skills, attention to detail, flexibility and ability to work in ambiguity and under pressure

• Must be proactive and tenacious and maintain a professional disposition at all times

• Some overtime is required

KEY RELATIONSHIPS:

• Internal:

• All members of the Capital Markets Conferences Team and other Lines of Business within planning committee

• External:

• Suppliers including software company representatives and production support , event venues and promotional suppliers

KEY PERFORMANCE INDICATORS

• Initiative

• Ability to also work independently

• Take accountability and report results and progress

• Drive timelines

• Teamwork and Cooperation

• Persistence and Tenacity

• Flexibility Communication

• Ability to Execute

Roles Responsibilities (not are not limited to)

• Data management

• Mail merging

• System updates

• Report pulling/building

• Coordinating meetings/schedule keeping

• Strategic planning

• Documenting and presenting

Must Have Skills

• MS Office (Word, Excel, PPT, Outlook) proficiency

• Tech savvy/able to trouble shoot tech issues

• Critical thinking

• Sales/Exec assistant experience (1-2 years)

• Personable with the ability to simultaneously complete back end/admin related tasks while maintaining a professional level of communication with clients.

• Excellent verbal and written communication (personality for phone calls and working with C-level executives)

• Ability to liaise with stakeholders of various seniority, and accommodate requests in a professional, timely manner

• Ability to work in a fast paced environment and pivot based on the requirements.

• Admin/office clerical experience

Nice to have skills

• CVENT

• Dealogic

• Salesforce

• Sharepoint

Interview Process:

• Round 1: 30min interview over MS Teams with Team Leads

• If selected to move forward then:

• Round 2: 30min interview over MS Teams with Hiring Manager

• Round 3: 30min interview over MS Teams with HM’s Manager

• Format:
Behavioral questions and getting to know you