Event planning Jobs in Saint-Hubert, QC

Our client, a national events and conference services firm is seeking a Project Coordinator to support a busy calendar of high-touch events. This mainly remote role is ideal for someone detail-oriented, proactive, and comfortable juggling multiple projects with clients, vendors, and internal teams.

Key Responsibilities :

• Manage event sponsorships by coordinating benefits, tracking payments, and ensuring contract terms are met.
• Take the lead in coordinating aspects of trade shows, including managing booth registration, assigning spaces, tracking deliverables (insurance, Health forms etc.) and liaising with vendors.
• Oversee the drafting and submission of hotel requests for proposals (RFPs) and coordinate accommodations for event attendees.
• Oversee the overview summary for site selection programs in timely manner
• Organize site visits with the hotels, destination marketing organizations, and respect clients
• Prepare necessary resources and information for clients’ site visit
• Conduct site visits and inspections to ensure venues meet event requirements and standards.
• Assist in site itinerary for clients visits for potential hotels
• Evaluate the quality of hotel accommodations, meeting spaces, dining options, and other essential services to ensure they align with client needs
• Handle key conference-related tasks such as registration management, speaker coordination, hotel rooming lists, and venue logistics.
• Serve as the main point of contact for sponsors, vendors, speakers, and internal teams on several aspects of the larger event.
• Maintain and update project timelines, Asana tasks and keep internal teams informed to ensure deadlines are met.
• Draft and manage the distribution of event communications, such as invitations, confirmation emails, and promotional e-blasts.
• Conduct site visits and inspections to confirm that venues meet event requirements and quality standards.
• Oversee on-site event logistics, including setup of registration, troubleshooting, and post-event breakdown, ensuring all aspects run smoothly.
• Prepare detailed agendas for client meetings and prepare minutes and action items to follow.

Must-Haves :

Work Model :

If this sounds like the role is for you, please apply today! Please reference job number 05060-0013207229 in all correspondence.

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