Coordinator,
Conference & Events
Toronto
Salary: $48,000-$52,000 Annually
Work Location: Hybrid, 2 days per week in office
Vacancy/Timeline: Posted July 27, 2026. 2 Vacancies
Role Overview
As a Coordinator, Conference & Events, you’ll play a key role in bringing conferences, meetings, and live experiences to life. You’ll support the planning, coordination, and on-site delivery of programs for leading brands and purpose-driven organizations, working alongside experienced event professionals in a fast-paced, collaborative environment. This role is ideal for someone who is highly organized, thrives on juggling multiple priorities, and enjoys turning complex plans into exceptional event experiences.
What You'll Do
- Coordinate the planning and execution of conferences, meetings, and live events from kickoff through post-event wrap-up.
- Source and coordinate venues, vendors, entertainment, furniture, décor, catering, and event technology.
- Support registration management, attendee communications, badge production, and on-site check-in.
- Develop and maintain project timelines, workback schedules, run-of-shows, and other project management tools.
- Prepare client presentations, planning documents, status updates, and post-event reports.
- Track budgets, process invoices and expenses, and ensure accurate financial documentation.
- Coordinate vendor contracts, permits, insurance documentation, and event logistics.
- Support on-site event execution, including setup, troubleshooting, brand ambassador coordination, and guest experience.
- Partner with internal teams including Creative, Recruitment, and Operations to deliver seamless event experiences.
- Monitor project progress, identify potential risks early, and help develop practical solutions.
- Gather feedback and event data to support reporting and continuous improvement.
- Deliver exceptional service while managing multiple projects and competing deadlines.
Who You Are
- Exceptionally organized and able to manage multiple priorities without losing attention to detail.
- Calm, adaptable, and resourceful in fast-paced environments.
- A proactive problem solver who enjoys finding creative solutions.
- An excellent communicator with strong written and verbal communication skills.
- Collaborative and positive, with a team-first mindset.
- Comfortable building relationships with clients, vendors, and internal stakeholders.
- Accountable and dependable—you follow through on commitments.
- Curious and eager to learn new industries, clients, and event formats.
- Passionate about creating memorable experiences.
- Aligned with Proof’s values of Excellence, Collaboration, Integrity, Commitment, Empathy, and Trust.
- Please note that Canadian experience is not required as a qualification
What You've Done
The successful candidate will possess the following qualifications:
- Experience coordinating conferences, meetings, events, experiential marketing programs, or similar projects.
- Experience managing multiple deadlines and priorities simultaneously.
- Experience working with vendors, venues, suppliers, or external partners.
- Experience preparing presentations, reports, spreadsheets, and project documentation.
- Strong proficiency in Microsoft Office, particularly Excel, PowerPoint, and Outlook.
- Excellent organizational and administrative skills.
- Ability to work flexible hours and travel occasionally for event execution.
- Ability to lift and move event materials when required.
- A valid G driver’s licence is considered an asset.
- Post-secondary education in Event Management, Hospitality, Marketing, Communications, or a related field is considered an asset.
Why Work With Us:
Proof Experiences is committed to designing and executing insights-led and measurement-based brand experiences that deliver results. We strongly believe our people are the drivers of our success and we work hard every day to create an inspiring and engaging work culture. We have a reputation for fostering professional development, collaboration, and pride in everything we do. At Proof Experiences, you’ll join a passionate, award-winning team shaping the future of brand experiences in Canada.
We’re proud to share that Proof Experiences was recognized by The Globe and Mail’s Report on Business as one of Canada’s Top Growing Companies 2025, and is ranked #15 on The Globe and Mail’s 2025 Fastest Growing Women-Led Businesses in Canada. This recognition is a testament to the consistent excellence, innovation, and commitment of our entire team – and to the trust our clients place in us to deliver business results through meaningful Experiential Marketing campaigns, Conferences & Events, and Experiential Education programs.
By joining Proof, you’ll:
- Collaborate with leading brands and purpose-driven organizations
- Work alongside passionate, curious teammates who care deeply about their craft
- Contribute to campaigns that inspire connection, awareness, and positive change
- Enjoy a flexible, hybrid work environment with room to grow and lead
Follow Proof Experiences at proofexperiences.com and on Instagram @proofexperiences.
Apply Here
Accessibility & Inclusion
Proof Experiences is an equal-opportunity employer committed to building a workplace where everyone feels valued, respected, and supported. We welcome applications from people of all backgrounds, including Indigenous peoples, racialized groups, persons with disabilities, members of the 2SLGBTQIA+ community, and others who may contribute to diversity of thought and experience.
If you require accommodations at any stage of the recruitment process, please let us know by contacting joinus@proofexperiences.com.
Legal Disclosure: Use of Artificial Intelligence (AI) in Hiring
At Proof Experiences we use AI-assisted tools to help organize, summarize, and manage candidate application materials. These tools are used only to support the recruitment process. All hiring decisions are made by human team members at Proof Experiences. Your personal information is handled in accordance with PIPEDA and applicable Ontario privacy laws.
You may request accommodation or opt out of AI-assisted processing at any time by contacting joinus@proofexperiences.com.
