Events Coordinator – Contract, Full-time (On-Site)

TRREB organizes a wide range of meetings, conferences, and signature events throughout the year for its Members and staff. We are seeking a highly organized, service-oriented, and detail-focused Event Coordinator who can help make these gatherings consistently efficient, cost-effective, and memorable. The ideal candidate will report to the Manager of Corporate Events and will support the planning and execution of exceptional event experiences.

The Event Coordinator will play an integral role in coordinating logistics, including event proposals, planning, and execution of Member and staff events, while ensuring the seamless

delivery from concept through post-event evaluation.

PRINCIPAL DUTIES

• Develop a thorough understanding of event objectives, audience needs, and operational requirements to support successful event delivery.
• Serve as a contact for event-related inquiries from Members, vendors, guest speakers, and staff, ensuring timely and professional responses.
• Arrange and schedule event meetings, including coordinating conference calls, video conferencing, room bookings, preparing meeting materials, arranging catering, taking meeting minutes, etc.
• Manage event registration lists, including registering the Board of Directors, special guests, speakers and staff for all events.
• Maintain accurate registration and attendance records and prepare event participation reports as required.
• Research and evaluate venues, vendors, speakers, and entertainment options, AV, and catering to support event objectives and budget requirements.

• Accompany the Events Manager for site visits and meal tastings.
• Work closely with our on-site catering company to develop menus for TRREB staff events.
• Coordinate the printing of event materials, including name tags or badges, table cards, reserved signs, wayfinding signs, etc.
• Coordinate the timely delivery of event materials with TRREB’s Facilities team.
• Handle day-to-day administration of events and programs, including order placements, BEO reviews, vendor monitoring, travel planning, restaurant reservations, attendee participation, registration counts, RSVP tracking, and issues resolution.
• Arrange flights, transfers and hotel rooms for staff, guest speakers, exhibitors, etc. as required.
• Attend all TRREB events and assist with event set up, tear down and follow up.
• Distribute thank you letters, gifts and event evaluation questionnaires for all events upon event completion as applicable.
• Provide day-to-day planning support across FIABCI and REALTOR® QUEST 2027.
• Attend TRREB REALTOR® QUEST Task Force meetings and FIABCI Chapter meetings and take meeting minutes as required.
• Coordinate exhibitor administration and logistics, including maintaining exhibitor records, tracking contracts, payments, booth assignments, floorplan placements, key deadlines, and onsite requirements.
• Maintain sponsorship fulfillment tracking documents and coordinate the collection of sponsor assets, including logos, advertisements, videos, and branding materials, ensuring deliverables are executed accurately and on schedule.
• Process, track and maintain records of event-related invoices, payments, purchase orders, and supporting documentation to assist with budget monitoring and reconciliation.
• Maintain event planning timelines, project trackers, status reports, and other organizational tools to support the successful delivery of conferences, trade shows, and special events.
• Identify emerging event industry trends, technologies, and best practices and recommend opportunities for continuous improvement.
• Perform other duties as assigned from time to time.

HEALTH AND SAFETY RESPONSIBILITIES

The incumbent will follow safe work procedures, knowing and complying with all health and safety regulations. Personal protection and safety equipment will be used if/when required and they will promptly report any injury or illness, unsafe acts or unsafe conditions immediately to their Supervisor.

REQUIREMENTS

• Minimum three years of event coordination experience in a corporate environment
• Bachelor’s degree (or equivalent) in hospitality management or public relations preferred
• Proven track record assisting in the planning of successful events
• Experience working with colleagues in graphic design, marketing, and communications
• Excellent written and verbal communication skills
• Strong project and time management skills
• Strong attention to detail and ability to manage multiple priorities simultaneously
• Excellent organizational and multi-tasking skills
• Ability to remain calm under pressure and maintain a customer-service mindset
• Ability to work independently while collaborating effectively with cross-functional teams
• Established relationships with vendors
• Advanced knowledge of Event Management Systems and Microsoft Office, particularly Excel, Word, Outlook and Adobe Acrobat are essential

SPECIAL WORKING CONDITIONS

Occasional overtime and after-hours work, including evenings and weekends, and working attendance at special events, held during and outside of regular work hours, may be required.

A considerable amount of time will be spent working on a computer.

A reliable vehicle and valid Ontario driver’s licence are required for occasional travel within the GTA.