Events Coordinator

Events Coordinator

POSITION SUMMARY

Reporting to the Director, Community Engagement & Events, with a dotted line to the Manager, Events - the Events Coordinator will develop and organize the logistics of numerous/multi-day events within tight and conflicting deadlines. The Events Coordinator will support the execution and planning of campaigns that support Vector’s core objectives.

The Events Coordinator will support between 75-200 events annually. Vector’s events vary from smaller industry-academic networking, career fairs for students, through to professional development workshops/courses and major ecosystem-wide conferences or sponsored events with attendees numbering in the hundreds.

The Events Coordinator will work with Vector’s staff, researchers, events and marketing team as well as external organizations to coordinate and deliver such events. The Events Coordinator will also assist the rest of the Events team with administrative support - leveraging a project management tracking tool and occasionally providing data clean up, data entry.

KEY RESPONSIBILITIES

• Coordinate 30+ program-related meetings and events per year, including a combination of in-person, virtual, and hybrid events;

• Provide virtual and on-site support for meetings, some of which may require local/regional travel (less than 15%);

• Support project management, including coordinating cross-functional meetings, and creating work-back schedules;

• Support research and implementation of both in-person, hybrid, and virtual events;

• Support registration management, including building registration pages, tracking registration, sending event reminders, building virtual event spaces, etc.;

• Liaise and communicate critical event details and logistics with guests, industry, and speakers to identify their needs and to ensure a quality customer experience;

• Provide administrative support to the Events Manager and Director, Community Engagement and Events in tracking internal and external event requests;

• Maintain Vector’s internal and external calendar of events;

• Manage a Vector event presenter/speaker database to ensure good relationships are built with the research community and external speakers, and avoid duplicate and redundant requests;

• Support development of event production details including but not limited to: event webpage content, working with work streams on event preparation, responding to inquiries to Vector’s events inbox, keeping the events page on our website and partner portal up-to-date, packing marketing materials for upcoming in-person events, supporting event logistics and supplies, and ensuring registration and attendee lists/leads are properly entered into Vector’s CRM etc.;

• Support management of responses to incoming questions and information requests from event participants;

• Negotiate with external partners and vendors in collaboration with the Events Manager and Events Director to ensure Vector's events are executed on time, budget, and within agreed upon scope;

• Support maintenance of up-to-date and accurate attendee and guest lists to ensure appropriate levels of correspondence support;

• Support handling of emerging issues and troubleshoot problems during an event;

• Support event closeout activities such as post-event evaluations, processing of invoices and expense claims;

• Compile and analyze post-event survey and feedback and arrange appropriate follow-up and assist with reporting on ROI on events and sponsorships;

• Assist with other miscellaneous tasks and special projects as required; 

• Support the Digital Marketing & Analytics Specialist with event data and reporting for Quarterly Updates and Board of Directors’ Reports; and,

• Other related duties as assigned from time to time, including on occasion work performed outside of traditional business hours.

KEY SUCCESS MEASURES

• Quantitative and qualitative event metrics demonstrate impact and meaningful delivery against the strategic objectives of the Vector Institute;

• Participants (speakers, guests, sponsors, stakeholders) are aware of and receive all necessary details and information pertaining to their attendance in a timely manner;

• Events are planned, and delivered within budget with seamless, professional, and consistent execution;

• Internal/external event calendars are kept up to date through project management software and in Excel and organized in a proficient way that can be shared organization-wide;

• Meetings and briefings are scheduled and coordinated for event related initiatives efficiently and in a timely manner;

• Speakers, guests, and stakeholders provide positive feedback on their experience after the event; and,

• Event data and contacts are maintained and current in accordance with Vector policies.

PROFILE OF THE IDEAL CANDIDATE

• 3-5 years of experience in events management, administration, hospitality, marketing and/or experiential marketing;

• Excellent customer service and can-do attitude;

• Strong love of administration, organization, project management, process development, and attention to detail a must;

• Excellent communication and creative thinking skills;

• Ability to work well independently on several projects concurrently and maintain focus and professionalism in high-pressure, time-sensitive environments;

• Excellent interpersonal skills are required, with an ability to work successfully with various organizational levels, whether that be with colleagues, senior executives, customers or partners;

• French language proficiency is an asset;

• Software proficiency in Microsoft Office, Google Docs, Zoom & Zoom Webinar, Swoogo/Event technology is required; Knowledge and experience with Salesforce and Hubspot is an asset;

• Virtual and hybrid event experience is an asset;

• Data management experience is an asset;

• Demonstrated flexibility and professionalism coupled with sound judgment;

• Post-secondary diploma, preference for post-secondary degree, in a related field; and,

• Willingness to travel or work hours outside of typical Monday to Friday - 9am to 5pm on occasion and living in close proximity to the Greater Toronto Area for attendance/work at in-person events.

TOTAL REWARDS: The expected salary for this position will be $51,500 - $64,400 per year, plus benefits if applicable. The final salary offer will reflect the successful candidate's experience, skills, and qualifications, in alignment with the Vector Institute's Compensation Policy and may differ from above.

The Vector Institute’s Total Rewards approach extends beyond traditional compensation and benefits. Full-time employees are eligible for a comprehensive suite of supports that recognize and value employees, including vacation time, floater days, GRRSP, a Health Spending Account, a Summer Hours program, and flexible work arrangements. 

POSITION STATUS: This posting is for an existing vacancy.

USE OF ARTIFICIAL INTELLIGENCE: Vector may use both internal and external third party AI-based tools to assist in the screening of applications for this posting. Any data collected will be used solely for recruitment purposes and handled in accordance with Vector’sExternal Privacy PolicyandUse of AI-Based Tools in Recruitment and Selection Policy. 

INCLUSION AND EQUAL OPPORTUNITY EMPLOYMENT: Vector believes AI powers possibility by advancing cutting-edge research and translating it into real-world impact through collaboration with research, industry, and government. Vector is committed to fostering a diverse and inclusive culture that reflects its values.

The Vector Institute welcomes applications from all qualified candidates, including those who are Indigenous, 2SLGBTQIA+, racialized persons/visible minorities, women, and people with disabilities.

If you require an accommodation at any stage of the recruitment or selection process, please contact hr@vectorinstitute.ai. The Vector Institute team will be happy to work with you to ensure your experience is as inclusive and accessible as possible.

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