Event Coordinator

Job Description

Job Summary:

We are seeking a detail-oriented, highly organized Part-Time Events Coordinator to support the planning and execution of in-person events across Canada and the United States. This position requires strong organizational skills, attention to detail, and the ability to manage multiple projects simultaneously. The ideal candidate is passionate about creating welcoming, hospitable experiences that reflect our organization's values and culture, and ensure every guest, customer, and employee feels engaged and supported.

This role will be responsible for coordinating logistics for both internal staff events (retreats and team-building sessions) and external customer-facing events (client meetings and regional meetups).

Job Description:

We are seeking a detail-oriented, highly organized
Part-Time Events Coordinator
to support the planning and execution of in-person events across Canada and the United States. This position requires strong organizational skills, attention to detail, and the ability to manage multiple projects simultaneously. The ideal candidate is passionate about creating
welcoming, hospitable experiences
that reflect our organization's values and culture, and ensure every guest, customer, and employee feels engaged and supported.

This role will be responsible for coordinating logistics for both
internal staff events
(retreats and team-building sessions) and
external customer-facing events
(client meetings and regional meetups).

Key Responsibilities

• Event Planning & Logistics
• Participate in the staff day planning committee, headed by the Manager of Culture.
• Coordinate aspects of small to large-scale in-person events, including internal meetings, staff retreats, customer events, and regional meetups, working with the Manager of Culture or the Customer Success Team
• Research, recommend, and secure event venues primarily in Toronto, but potential to recommend and secure event venues across North America.
• Plan and coordinate catering services, accommodations, transportation, AV/technical needs, and other event logistics.
• Support creation of event agendas, timelines, and related documents and materials.
• Ensure all event details align with company goals, budget, and brand standards.
• Vendor & Partner Management
• Identify and liaise with vendors including venues, caterers, transportation providers, and rental companies.
• Negotiate contracts, monitor budgets, and ensure cost-effective solutions.
• Build strong relationships with local partners to ensure high-quality execution.
• Onsite Event Support
• Provide onsite coordination for select events, ensuring seamless execution.
• Act as the main point of contact for vendors, staff, and attendees during events.
• Troubleshoot issues in real time to maintain a professional experience.
• Offsite Event Support
• Provide remote coordination for events, ensuring seamless execution.
• Act as the main point of contact for vendors, staff, and attendees during events remotely.
• Troubleshoot issues in real time to maintain a professional experience.
• Post-Event Follow-Up
• Gather and report on feedback from staff, customers, and vendors.
• Prepare event recaps and recommendations for improvements.
• Manage final invoicing and budget reconciliation.

Qualifications

• 2+ years of experience in event planning, hospitality, or project coordination.
• Proven ability to manage logistics for events of varying size and complexity.
• Strong organizational and time management skills with keen attention to detail.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office.
• Ability to work independently and collaboratively with diverse teams.
• Ability to coordinate events without being personally on-site.

Key Competencies

• Hospitality Mindset: Demonstrates warmth, inclusivity, and a focus on creating welcoming experiences.
• Customer Service Orientation: Anticipates and responds to the needs of staff, clients, and partners with professionalism.
• Attention to Detail: Maintains accuracy in planning, logistics, and execution.
• Organization and Time Management: Effectively manages multiple projects and priorities.
• Problem Solving: Responds quickly and effectively to unexpected challenges.
• Collaboration: Works well with cross-functional teams, vendors, and stakeholders.
• Adaptability: Adjusts to changing schedules, requirements, and environments.
• Communication: Clearly conveys information in both verbal and written form.

Work Schedule & Compensation

• This is a
  part-time consultant position based on billable hours
  (not expected to be more than 20 hours/week), with flexibility based on event schedules.
• Some evening and weekend availability may be required depending on events.
• Compensation: $50 an hour CAD

Education

Bachelor's Degree or Associate Degree with Acceptable Experience

Preferred: Bachelor's degree in one of the following fields:

• Event Management or Hospitality Management
• Marketing, Communications, or Public Relations
• Business Administration or Management

BiblioCommons is an equal opportunity employer, we recruit, hire, train, promote and provide all other privileges of employment to qualified people without regard to age, race, colour, creed, national origin, gender, gender identity, gender expression, disability, marital status, citizenship status, ethnicity, familial status, religion, sexual orientation or any other classification for which discrimination is prohibited.