Event & Registration Coordinator, Conferences

Reporting to: Director, Conferences

Toronto

Who is Proof Experiences

Proof Experiences, formerly known as Free For All Marketing, is a marketing agency committed to designing and executing insights-led and measurement-based brand experiences that deliver results.

For almost 20 years, we have been industry leaders in shaping impactful experiences that inspire everyone they touch.

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 that attracts and retains the industry’s top talent. We have a reputation for fostering professional development, collaboration and pride in everything we do.

Our team specializes in building face-to-face experiences including: events, conferences, consumer education, experiential activations and other memorable connections with brands. We bring brands to life and intercept consumers at the most impactful points along the path to purchase.

With offices in Vancouver and Toronto, Proof Experiences is a Canadian industry leader. Previously ranked one of the Top 500 Fastest Growing Companies in Canada by PROFIT, our team was also certified as a Great Place To Work in 2017. Most recently, Proof Experiences was named to the 2018 Best Workplaces™ in Canada list.

Role Overview

The Event & Registration Coordinator provides day-to-day account support to a variety of clients and senior team members as required in the execution of conferences, events and general office administration. This person is instrumental in coordinating the delivery of a range of event requirements.

Qualifications/Skills/Experience:

  • Minimum 1 year of full cycle experience planning multi-day conferences, meetings and / or large events
  • Education: Degree or post-degree certificate in Event Management, Marketing, Communications, Business or other relevant designation
  • Strong time-management and organizational skills to pivot quickly and manage multiple deadlines and priorities within a fast paced, high pressure environment. Ability to deliver in a deadline driven environment
  • Experience with Event Management/registration software such as SurveyMonkey, EventWizard, Cvent, Pheedloop, Swoogo, etc.
  • Comfortable learning new software and technology with an aptitude to be the subject matter expert on registration and mobile app software
  • Flexible team player who is able to quickly adapt to change and works well under pressure
  • Excellent communication skills (both written and verbal). French an asset.
  • Demonstrate problem solving, negotiation & decision-making skills
  • Ability to travel as required, a valid driver’s license and passport is recommended and the ability to work variable hours (including weekends and evenings) driven by the needs of the business
  • Superior knowledge of Microsoft Word, PowerPoint, Excel & Outlook

Role / Responsibilities:

  • Conference Planning, Development & Execution
  • Supporting the strategic design and development of registration systems and managing attendance lists
  • Launch registration, deploy email blasts, handle incoming participant questions
  • Maintain the accuracy of the participant registration details during the registration process.
  • Regularly updating the client and internal teams in a timely manner by pulling registration reports and providing summaries.
  • Meet all attrition and list deadlines (liaise with conference management and client where necessary)
  • Contact point for participants when information is incomplete or inaccurate
  • Assisting with execution of activity, dining, speaker and gifting recommendations
  • Vendor/city/product research
  • Work with project team members to assist with the administration of various departmental initiatives
  • Provide onsite support for events to assist with room set up, registration desk and other onsite responsibilities.

Administration:

  • Assist with the packing and shipping of materials and ordering supplies
  • Processing invoice payments
  • Assisting with the scheduling, note-taking, and note distribution for client planning meetings as required
  • Providing other administrative support as required to assist Account Managers to prepare and plan for conferences and events
  • General office responsibilities. For example but not limited to: coordinate couriers, shipping, printing & binding of program materials

Team work:

  • Ability to work independantly and collaboratively on multiple events at the same time, with several different team members
  • Demonstrate the ability to communicate well and share responsibilities with co-workers

Client Management:

  • Strong commitment to providing superior service to our clients
  • Participate in client update meetings & contribute program planning updates as needed
  • Bring forward feedback and unique insights from the field
  • Believes in going ‘the extra mile’ for an internal or external client

Why work at Proof Experiences

We care about employee engagement and continue to assess and implement new strategies to thank our employees for their great work. In 2018 Proof Experiences was certified one of Canada’s Great Places to Work and recently celebrated making the 2019 Best Workplaces™ in Canada list! We also partake in the Great Place to Work Engagement Survey to continuously evolve and improve. Here are a few Proof Experiences Perks:

  • Orange Days – One day off with pay per year, to experience something unique of their own to stir curiosity, stimulate creativity and re-invigorate our employees!
  • Anniversary Trips – To celebrate employee’s key milestones, employees who have completed five years of service receive an amount towards a trip of their choosing AND an additional weeks’ vacation; additional amount towards a ‘life experience’ after ten years of service.
  • Culture – We enjoy spending time together and celebrating our unique culture. There is something for everyone to participate in from Run Clubs, Lunch and Learns, Charity Drives, Seasonal Parties and our Annual Retreat.
  • Committees – We have multiple committees to bring employees together with common passions and goals: Social Connections Committee, Purpose Committee and Wellness Committee.
  • Benefits – Company benefits are at 100% coverage for Medical, Dental and Practitioners, more details can be shared by our Director, People and Culture.

Apply now! If interested please send your resume to Katelyn McGee, Manager, People & Culture – kmcgee@proofexperiences.com

Proof Experiences is an equal opportunity employer and values diversity in the workplace. If you require accommodation to participate in our recruitment process, please contact Katelyn McGee, Manager, People & Culture at kmcgee@proofexperiences.com

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