An e=mc² events | productions Experience Coordinator is a talented, dynamic individual who embraces the chance to be involved in the organizational success of award-winning experiences.
Your past work experience success was founded on your attention to detail, administrative prowess, resourcefulness and initiative. Your ability to look for solutions, track countless details, figure out how to get things done, and support the project producer in planning and executing amazing projects are your keys to success as a coordinator.
You know that hard work, sheer grit, and determination are needed to get the job done. The event and production industry is not for the faint of heart! But nothing beats that feeling when the doors open, or the curtain rises, and you hear the sound of awe from guests.
Creating live experiences that matter is your passion, but you secretly love the seamless execution of them even more than the “WOW”. Details matter to you.
You anticipate the needs of others and can assess and prioritize. You believe no task is too small – you willingly do whatever is needed. You can juggle multiple projects and adapt on the fly with a smile on your face and a can-do attitude. The work is fun, the work is challenging, the work is rewarding, and the opportunities are endless.
We are producing very high profile and large budget projects across the globe and within our great nation, so a love of travel and a valid passport is important - and a second (or third or fourth) language would be a nice bonus.
You are collaborative, a team player and have a reputation of integrity, flexibility and a drive to get things done, with a smile and a high-five.
Position Summary
As an Experience Coordinator at “e”, we are looking for a supportive and collaborative individual with experience in live event, conference, show production, and program management. The team member we are looking for must administer and support a project lead and team while collaborating with event partners and team members to successfully exceed the expectations of our valued clients. We are seeking someone who is creative, solutions-based, resourceful, communicative, emotionally intelligent, and highly efficient in processes and organization, while using their insightfulness and critical thinking to deliver experiences that matter with the team.
Duties and Responsibilities
Project Coordination
Under the direction of the Experience Producer and/or Experience Manager, assist and coordinate all elements of the project including:
● Assist with the development, critical path management, and overall fulfillment of the project plan.
● Coordinate, organize and document all elements required for the project.
● Manage administrative reporting, prepare in-house meeting spaces/materials, and accurately record meeting minutes using company templates.
● Research and assist in selecting suppliers, including procuring quotes and contract reviews.
● Work with venues to secure and manage meeting space.
● Process and manage exhibitor arrangements.
● Process invoices and expense reports, and track spend against budgets.
● Coordinate all travel, accommodation, ground transportation, and scheduling logistics for clients, staff, speakers, and VIPs.
● Maintain and update production schedules, confirm supplier details, and distribute meeting resumes/updates to relevant stakeholders.
● Create effective presentations using company templates.
● Maintain clear communication to supplier contacts.
● Prepare resources for on-site needs (e.g., radios, supplies).
● Conduct on-site work as required, including site visits and event execution.
● Properly close digital files on project completion.
● Ensure project photos and videos are properly stored and catalogued, gather materials and photos for portfolio & award submissions.
● Other duties as assigned.
Risk Managment and Health & Safety
● Ensure Health & Safety resources are prepared for each project.
● Liaise with Safety Officer on-site.
● Conduct on-site safety briefings with staff and suppliers.
● Ensure the completion of all required H&S documents for each project.
● Uphold the Supervisor responsibilities as outlined in the company Health & Safety program and policy.
On site Staff Supervision
● Assist in the recruitment and interview process.
● Contact and arrange on-site staffing.
● Conduct orientation meeting, provide training.
● Create staffing and volunteer plans.
● Keep training materials & staffing list up to date.
● Ensure all necessary waivers and documentation is completed.
● Ensure safety training is completed and documentation on file.
● Complete Service Provider Contracts for on-site staff
● Maintain inventory, distribution, return of uniforms and nametags.
● Supervise, direct and motivate staff.
● Resolve conflicts quickly and professionally.
● Provide feedback on staff performance to Experience Producer/Manager.
Skills and Qualifications
● Two to three years of event, conference or hotel experience encompassing all elements in live, virtual and hybrid projects.
● Exceptional administrative skills are paramount; organization, tracking and the ability to follow up is required.
● Experience in hotels, with BEOs and conference logistics an asset.
● Able to meet deadlines and achieve results consistently.
● Excellent verbal and communication skills are required.
● Project Management or related industry educational certificate.
● Previous on-site project work and / or knowledge of project planning.
● Detail oriented and a creative problem solver.
● Advanced skills in computer programs - GSuite products and IOS platform experience preferred.
● Must be able to travel on short notice and approximately spend 30% of your time travelling.
● Must be able to work evenings, weekends and travel out of town & internationally. A valid passport is required.
● In office attendance three days a week minimum.
● Able to lift 20 lbs. and be on your feet for extensive periods of time.
● Black dress clothes and shoes are required for on-site project work.
● Bilingual in English & French preferred; other languages are also an asset.
Thank you for your interest & application. Only qualified applicants will be contacted.
Pay: $50,000.00-$65,000.00 per year
Benefits:
- Casual dress
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- RRSP match
Work Location: Hybrid remote in Toronto, ON (Toronto District)
