Project Coordinator
Story Behind the Need
Under the direction of the Manager, Systems & Admin, Global Event Marketing, The role is responsible for supporting the planning and execution of events and conferences for our Lines of Business. These events are highly visible and involve clients, business partners as well as senior-level executives. The role involves managing components of the programs as assigned by the Senior or Event Manager, onsite execution, partner relationships, sourcing internal and external vendors/suppliers, venue research & and some negotiations/contracting and budget and cost management. The role may lead the planning and execution of small programs at the discretion of the Senior Manager. The Individual must represent the organization with professionalism, courtesy and integrity.
Typical Day in Role:
• Accountable for the support in planning and execution of great client experiences through expertly and consistently managed events and conferences.
Technology & Registration (80%)
o Development and management of online event registration, event website/landing page and event app
o Data integrity – ongoing quality control of online registrations and platform data including event reports, registration lists, and supporting creation post event data reports
o Technology SME – troubleshoot and provide continued support to clients and internal team members
o Assists in the preparation and distribution of electronic and printed materials and collateral for events and conferences
o Coordinate and prepare event collateral; such as name badges, table cards, and additional items such as events support brief
TPRM/Operations Support (10%)
provide supporting documentation and data management for “Manager, TPRM”
work closely with Account Managers, Project Managers and Manager, TPRM to review and add vendors to TPRM as needed
Events & Logistics (10%)
o Manage event RSVP lists, daily updates and fielding inquiries from the business line representatives and external clients
o Monitor & manage shared Events email inbox, respond to inquiries in a timely manner (24 hours)o Procurement of event supplies and promotional items if applicable;
o Shipping of event supplies & materials
o Preparing and circulating minutes of meetings if applicable;
o Pre-event set up and onsite execution;
o Planning and execution on assigned program components and initiatives through to completion, as assigned
• Manages delegated aspects of event execution, end to end, including:
o Provide on-site support for assigned events and provide support for other events as delegated by the Manager
o Research and propose gift/giveaway options for events and ensures that items are ordered to meet required deadlines, quality standards and regulatory requirements
o Research venue and vendor options, if required
• Works within GEM Framework, proactively identifies opportunities to improve processes and works collaboratively with the team.
o Maintain standardized event processes and procedures including but not limited to: event documentation, standard templates, work back schedules, project plans, function sheets, de-brief documents, post-event evaluations, budgets, attendee tracking lists, and post event reports;
o Work within the list of preferred vendors; identify potential vendors/suppliers where applicable
o Help to maintain the preferred venue data base
o Ensure the integrity and accuracy of event information on the event portal and the Global Event Marketing shared drives.
Candidate Requirements/Must Have Skills:
1) Strong technical/software skills and ability to adapt easily to new technologies: Aventri, MS Office Suite, MS Teams; strong Excel skills required
2) 1+ years Project Coordination experience
3) 1+ years’ experience in a similar role at Event Agencies and/or within Banking
Nice-To-Have Skills:
1) Event Management experience
2) Bilingual in French or Spanish an asset
3) Familiarity with Banking industry
4) Experience coordinating virtual events
Soft Skills Required:
– Excellent communication and interpersonal skills (verbal and written)
– Flexibility
– Attention to detail
– Can think outside the box
– Multi-tasking and organizational skills
– Resourceful
– Solution oriented
Education:
– Degree or Diploma