Event Planning Specialist

Location: Toronto, ON
Duration: 6 Months
Work Mode: Hybrid

Responsibilities:

• Lead the full life-cycle planning and execution of assigned events, collaborating closely with internal stakeholders and office leaders.
• Perform venue outreach, including site inspections, and prepare detailed budget comparisons for team review.
• Identify, research, and secure meeting venues through contract negotiations with hotels and special event spaces.
• Manage event budgets, track expenses, and conduct post-event budget reconciliation.
• Take ownership of comprehensive event services including timelines, attendee communications, registration, hotel and transportation arrangements, food and beverage, décor, speaker coordination, AV/production, branding, mobile apps, shipping, and on-site supervision.
• Establish and maintain strong relationships with hotels, restaurants, and third-party providers to ensure high standards in event execution.
• Compile and maintain event calendars to ensure schedules are up to date.
• Support the Canada Events Leader in optimizing and streamlining event planning processes, standardizing budget tracking, controlling expenses, leveraging event technology, and enhancing attendee experience.

Requirements:

• Bachelor's Degree with a minimum of 3 years of full-time event management experience, preferably with corporate and C-suite event planning exposure.
• Strong knowledge of Microsoft Office (Word, Excel, PowerPoint).
• Experience with meeting management software such as Cvent is a plus.
• Must reside in the Toronto area with experience managing both in-person and hybrid events.
• Willingness to travel for site visits and manage events on-site as needed.
• Flexible schedule including availability for evenings, weekends, and extended hours during event seasons.
• Ability to lift materials/objects weighing up to 30 lbs.
• This is a hybrid role requiring at least 3 days per week in the Toronto – Bremner office.

Preferred Skills:

• Creativity and ability to innovate in event planning.
• Strong presentation, negotiation, and interpersonal skills.
• Proven ability to perform well under pressure in fast-paced environments.