Event Coordinator

Who We Are: Generis organizes and delivers industry leading B2B conferences allowing business leaders to discuss, learn and network. Our focus on transforming the way people connect has allowed us to work with exciting brands such as Amazon, Tesla, NHL, NASA, AstraZeneca, Ford and more! Join a diverse and energetic team, collaborating to produce world-class events. Enjoy a fast-paced work environment with exposure to many industries and opportunities for advancement!

Working hours: Normal business hours are 8:30 a.m. to 5:00 p.m., Monday to Thursday, and 8:30 a.m. to 4:30 p.m. on Friday, with a one-hour lunch break between 12:00 p.m. and 2:00 p.m. Occasional extended hours required for live events and travel.

Office Location: 555 Richmond Street West, Toronto, ON

Working Environment: First six weeks will be 100% in office. Work-from-home flexibility up to 7 days each month following the initial six week period.

Travel Requirement: All candidates must have the ability and willingness to travel to the USA up to 10 times a year.

Event Coordinator Role:

The Event Coordinator role is for someone with 2+ years of previous event experience and/or fast-paced 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 Global Head of Events, the Event Coordinator will coordinate all Speaker, Sponsor, and Delegate communications, plan and execute event logistics pre, during, and post-event, manage and maintain event budgets, event timelines, and key deliverables. The Event Coordinator will oversee all event attendees, manage delegate attrition, attendee satisfaction, and maintain positive relationships with sponsors and contractors.

This role is perfect for you if you are:

• Someone with exceptional customer service skills, always going above and beyond to ensure a positive client experience.
• Strong in administrative tasks and familiar with tools like Excel and Salesforce or other CRM platforms.
• A quick learner with a keen interest in supporting business goals and growth.
• A team player with outstanding communication skills and a positive attitude.
• Organized and able to manage tasks effectively, ensuring they are completed accurately and on time.

Key Responsibilities:

75% Administration and Event Preparation:

• Act as the key liaison for delegates, speakers and sponsors once their participation has been confirmed by the sales team, ensuring continuous correspondence, collecting all collateral, and meeting deadlines for deliverables.
• Manage and maintain the master databases, within Salesforce, Google Drive and Excel, ensuring event data is up-to-date and accurate.
• Review audits and manage the accuracy of all event master databases. Perform audits on all events weekly.
• Anticipate and flag any challenges or threats to the success of the event.
• Act as the primary liaison with the event venue to ensure all setup details are organized and communicated clearly.
• Conduct preliminary negotiations with event venue (hotel) contracts and contracts with third-party vendors such as audio&visual partners etc.
• Conduct high call volume to secure delegate and sponsor outstanding information leading up to the event.
• Conduct preliminary walk-through calls with delegates and sponsors to ensure they understand the event experience and all aspects of the summit.
• Respond promptly, efficiently, and professionally to all inbound inquiries, including those received via phone, email, and text, ensuring a fast and timely resolution.
• Collaborate with all internal departments to ensure conference materials is submitted, produced, proofed, and delivered according to the deadlines (i.e. event show guides, event banners, event signage, event programs)
• Execute key event deliverables between delegates and sponsors while maintaining and supervising event logistics.
• Prepare preliminary event costs/budgets. Reconcile event costs post-show, including reviewing event invoices for accuracy and processing invoices.
• Use Wordpress to make minor web updates.

25% Onsite Execution:

• Develop the on-site event agenda outlining all activities that need to take place on-site for the proper execution of the event, including delegating tasks to Generis staff onsite.
• Lead staff meetings assigning specific tasks and timelines to onsite staff ensuring instructions are clear and direct.
• Manage Delegate/Sponsor check-in/registration process and event setup (packing folders, creating name badges, creating and setting up signage, etc.).
• Consistently liaise with hotel staff and management for event needs and requests (e.g., ensuring food and beverage are served and replenished appropriately, guest rooms are correct and in good condition, monitoring lighting, temperature, overall ambiance).
• Monitor and track Delegate attrition using Salesforce during the registration process.
• Run Delegate/Sponsor 1-2-1 meetings.
• Perform additional administrative duties as required.

Skills Desired:

• 2+ years of event coordination or strong client relations/customer service experience.
• 1+ years of intermediate - advanced Excel experience.
• Salesforce experience or similar CRM experience is preferred.
• Must have the ability to work extended hours on their feet and lift up to 10-20 lbs.
• Exceptional ability to review and negotiate contracts.
• Highly organized with strong time-management skills and the capability to multitask effectively.
• Excellent professional and diplomatic communication skills—both written and verbal.
• Ability to supervise, assess risk, and communicate important information to the 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.
• 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.

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
• 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

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.