Event Coordinator

WHO WE ARE : Generis organizes and delivers industry leading B2B conferences allowing business leaders to discuss, learn and network.

We provide a platform uniquely designed for executives and professionals to connect. Our experience spans two decades of successfully developing and delivering high-quality business-to-business events and services across various industries.

Generis was formed with the vision of redefining how knowledge transfer and face-to-face interactions take place. We see an opportunity to enhance the partnership experience by understanding how executives and professionals create and sustain successful relationships.

Our commitment to delivering world-class content and connecting business ideas with relationship opportunities is the Generis experience.

We are thrilled to have expanded our operations across both the North American and European markets.

Event Coordinator Role :

The Event Coordinator role is for someone with less than 2 years of event experience or customer service experience looking to utilize and grow their operational and leadership skills within the Events Industry.

The primary focus of this role is to provide support to the Operations department. Under the supervision of the Manager / Department Head, the selected candidate will coordinate all speaker, sponsor and delegate communications, plan and execute event logistics both pre, during and post-event, manage and maintain event budget, event timeline, and key deliverables.

The Event Coordinator will oversee all event attendees, manage delegate attrition, attendee satisfaction and maintain positive relationships with sponsors and suppliers.

• Candidates must have a valid passport and the ability to travel to the USA up to 10x in the year.
• This is an in person position with remote work flexibility up to 2x a week after 6 weeks of employment.
• Candidates must be willing and able to be on their feet for extended periods of time.
• Candidates must be able to lift up to 20 pounds.

Key Responsibilities :

• Acting as the key liaison for event attendees once their participation has been confirmed, continuous correspondence collecting all collateral and ensuring deadlines for deliverables are met.
• Manage and maintain the master database and ensure data is up to date and accurate. Review audits and manage the accuracy of all event master databases.

Perform audits on all events weekly.

• Acting as primary liaison with the event venue to ensure all details regarding setup are organized and communicated clearly.
• Collaborating with all internal departments to ensure that digital conference material / content copy is submitted, are produced, proofed and delivered according to set schedule.
• Executing key event deliverables between delegates and sponsors, while maintaining and supervising event logistics.
• Preparing preliminary event costs / budgets. Reconciling the event costs post-show, including reviewing event invoices for accuracy and processing invoices.
• Developing the on-site event agenda outlining all activities that have to take place on-site for the proper execution of the event, including assigning jobs to Generis staff onsite.
• Additional administrative duties as required.

Skills Desired :

• 2+ years of event coordination or strong client relations / customer service experience
• Extremely organized, have sound time-management skills and be able to multitask
• Excellent professional and diplomatic communication skills - written and verbal
• Ability to supervise, assess risk and communicate important information to manager
• Inclined to take ownership of a project and follow through to completion
• Computer savvy proficient in MS Word, Excel and Google Drive
• Comfortable working on a project both in a team atmosphere and independently
• Ability to train and coach event coordinators
• Ability to identify and execute process improvements
• Able to work to deadlines with a calm manner
• Responds well under pressure when faced with sudden challenges and can rectify a situation quickly and clearly with a cool, level head
• Must have valid passport and ability to travel to the USA
• Familiar with Salesforce is a bonus*

Daily Tasks May Include :

• Maintaining and managing master databases, completing weekly audits to ensure information is accurate and clean
• Liaising with Delegates, Speakers and Sponsors (collecting profiles, preferences, booth information, etc.)
• Liaising event logistics with hotels (f&b, floorplans, room blocks, etc.)
• Liaising with suppliers (AV, exhibitor services, event supplies, etc.)
• Assessing and conducting preliminary searches and negotiations of supplier and venue contracts
• Manage event timeline and key deliverables
• Overseeing coordination of staff travel to events
• Planning and executing on-site event logistics (set-up / tear down, registration, hotel communication, delegate attrition, sponsor maintenance)
• Running 1-2-1 meetings

Benefits / Bonus :

• Yearly bonus, based on performance, up to 10% of salary
• Earn 1 day in lieu for each event in portfolio - when acting as Main Coordinator
• Top performers will fast-track their career progression into Leadership opportunities
• Incentives and opportunity for travel
• Health benefits after 3-months of employment + extended mental health and lifestyle tools and support hub
• Tailored training and mentorship program
• Monthly company-wide town hall meeting with announcements, awards and social festivities
• 15 paid days off a year+ Holiday Break
• Hours for this position are Monday - Thursday 8 : 30AM - 5 : 00PM, Friday 8 : 30AM - 4 : 30 PM.

Generis is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

If you require assistance or an accommodation, please let us know.