Marketing Coordinator (Events Focus)

Role : Marketing Coordinator (Events Focus)

Location : Toronto, ON

Job Type : Hybrid WFH + In Office Who We Are Smith + Andersen is a trusted, Canadian, multi-disciplinary engineering firm with ten office locations in five provinces and approximately 700 employees.

The S+A Toronto office provides the shared service support (Accounting, Business Development and Proposals, HR, IT, Legal, Marketing and Communications, and Operations) for all ten, national offices.

S+A Toronto has approximately 250 employees. At Smith + Andersen, our employees contribute to some of the most innovative and sustainable building design projects in Canada.

The work we do has meaningful impact on the community by contributing to landmark projects such as hospitals, transit stations, parks, federal and provincial government buildings and post-secondary institutions.

Our values drive and define everything we do, demonstrating a deep commitment to mentorship and quality work that spans nearly six decades in business.

In addition, we are proud to have been named as a Best Place to Work in Canada TM for the highly collaborative culture we’ve built and for empowering employees to do great work! This Opportunity Smith + Andersen is looking for a Marketing Coordinator to join our Marketing & Communications team based in our Toronto office.

You are a planner and a multi-tasker who knows the impact that an event or brand experience can have on the long-term growth of an organization, and you take pride in being the point of contact for vendors, and clients, and internal stakeholders.

Your organizational skills are above reproach, and you thrive under pressure, mastering every detail. A meticulous project manager, you are comfortable organizing both in-person and digital events, managing the many technical and logistical details that they may include.

Why choose Smith + Andersen? In addition to an exciting career filled with meaningful work, we offer :

• Competitive salary
• Flexible hours and half day Fridays (all year round)
• Comprehensive Group Health Benefits Program, including a Health Spending Account
• Group Retirement Savings Plan (Employer and Employee Contributions)
• Employee Share Ownership Program (ESOP)
• Purchase Time Off Program (PTO)
• Transit Subsidy Program
• Great Place to Work-Certified TM
• Best Workplaces for Mental Wellness TM
• Best Workplaces in Canada Recipient TM

What You'll Do

• Manage all aspects of planning and coordination of our Client Events for each of our offices across Canada.
• Work with local office event leads where possible, coordinating with leaders, staff, clients, vendors, and others to establish the needs for each event, and serve as the MarCom point of contact for internal contacts, including senior level executives, throughout the planning process.
• Act as the single point of contact for S+A staff leading up to and throughout the event, communicating key dates, encouraging them to identify client invitees, answering questions, and raising any concerns that arise from these discussions.
• Manage the client invite list for all S+A Client Events, leveraging our internal database to report on response rates leading up to each event and attendee rates after each event.

Manage contact "notes", following up with internal stakeholders on the action required and supporting database management.

• Manage the event email inbox, as well as all event-specific inboxes associated with client event invitations. Follow up on client requests, pass along key messages to Senior Leadership, and ensure that important changes to company database are carried out.
• Coordinate the procurement, printing, and delivery of needed materials to the event site, including lanyards, nametags, signage, swag items, and banners.
• Lead the planning and logistics of our annual charity rock concert, Eco Jam, including venue preparation, equipment needs, technology requirements, ticket sales, band and musician requests, and catering coordination.
• Coordinate the distribution of all external eblasts, reporting on email-specific metrics and updating the company database with important client information as required.
• Work with internal staff committees and shared services teams, coordinating the delivery of client, panelist, and speaker gifts as required.
• Work with S+A offices and Human Resources to coordinate deliverables for career fairs.
• Provide coordination and support for staff town halls and other internal in-person and virtual meetings as required.
• Coordinate with the MarCom team members, including writers and graphic designers, leading up to, during, and after events, providing photos, names, and key information as required.
• Manage a calendar of external sponsorships, industry conferences, and speaking opportunities, liaising with the Marketing & Communications Director and internal clients to determine and coordinate participation.

Who You Are

• Two to Four years of experience, with proven success as an event planner or coordinator.
• University or College degree or diploma in Communications, Marketing, or Event Management.
• Strong communication skills and interpersonal skills.
• Ability to build and maintain strong working relationships with leaders and staff across the country.
• Excellent organizational skills, including multi-tasking, time management, and meticulous attention to detail.
• Proven experience working with and managing virtual events in Microsoft Teams and Zoom.
• Experience with marketing emailing platforms (Mailchimp, Constant Contact, etc.)
• Experience with project management software (Jira, Zoho, etc.) is an asset
• Flexibility to travel across Canada may be required on occasion (
• Experience coordinating staff and client events for B2B organizations is an asset.
• Ability to work in a collaborative, professional, trustworthy, and diplomatic manner.

Accommodation Appropriate accommodations will be provided to candidates upon request throughout the recruitment and hiring process.

Successful applicants will be advised of Smith + Andersen’s accommodation policies at the time the employment offer is extended.

Only qualified candidates will be contacted. Diversity

Smith + Andersen is committed to diversity, equity and inclusion and welcomes applications from all qualified candidates of any age, culture, subculture, gender identity or expression, sexual orientation, nationality, race, ethnicity, family status, religion, mental or physical status, or veteran status.

About Smith + Andersen Founded in 1965, Smith + Andersen is a trusted Canadian consulting engineering firm with offices in Vancouver, Kelowna, Calgary, Edmonton, Winnipeg, London, Hamilton, Toronto, Ottawa, and Halifax.

Smith + Andersen has organically grown from an established reputation as trusted mechanical and electrical consultants, reaching new levels of engineering and design excellence in the communications, security and audiovisual fields, and providing enhanced services such as lighting, building automation systems, and intelligent integrated systems design.

Thanks to our client-focused approach, we are able to apply efficient, sustainable, and reliable design and engineering solutions on the most exciting projects across Canada.

From fully-integrated hospitals and welcoming schools, to healthy workplaces and secure transit stations, we have established lasting relationships with public and private sector clients across the country.