Events Coordinator - The Advocates' Society

Overview: As our new Events Coordinator, you'll dive headfirst into planning gatherings that shape the Canadian legal landscape. From cozy socials to grand galas, you'll be at the heart of creating memorable experiences for members of Canada’s leading not-for-profit association for the litigation bar.

If you're bursting with creative energy, have a knack for details, and are ready to build or re-build your career portfolio, we want to hear from you.

Position: Events Coordinator
Reports to: Manager of Events & Awards
Direct and Indirect Reports: N/A
Location: Toronto, ON (Hybrid work model)

About Us:
Based in downtown Toronto, The Advocates’ Society is Canada’s leading not-for-profit legal association dedicated to lawyers who practice advocacy. Celebrating 60 years of supporting Canadian advocates, we are proud of our reputation for delivering special events that inspire and connect members of the Canadian bench and bar. It is our mission to ensure every event – from small socials to gala dinners – is meticulously planned and executed, and we are seeking an enthusiastic Events Coordinator to join our small but mighty events team.

Role Overview:
Events Coordinators play a pivotal role in crafting, coordinating and executing events of all shapes and sizes that nurture collegiality for members of our Society. Reporting to the Manager of Events & Awards, you will lead event coordination efforts, support volunteer committees, collaborate with cross-functional teams, and contribute to the success of The Advocates’ Society.

Essential Functions:

1. Coordinates collegial events under the supervision of the Events and Awards Manager, including liaising with venues, suppliers, program chairs and consolidating event budgets.
2. Ensures the TAS calendar of special events and awards is accurate and up to date.
3. Liaises with the TAS marketing team for the preparation and distribution of marketing materials, signage and other creative assets in French and English for all special events and awards. Works closely with the sponsorship team to ensure all sponsor commitments are delivered on the events they are supporting.
4. Works in iMIS database/CRM to support event execution, including processing registrations for special events (speakers, sponsors, guests, VIPs and staff), processing payments and refunds, preparing name badges, preparing seating plans/assigning tables, preparing invitations and other correspondence, managing switches and supervising/troubleshooting on-site registration.
5. Supports coordination of the Society’s awards including marketing of calls for nominations and/or recipient announcements, scheduling calls and meetings for award Selection Committees, receiving and organizing nominations/submissions, preparing and distributing materials packages for selection committees, ordering awards, preparing and distributing correspondence, and ensuring award presentation and event details are organized and communicated.
6. Supports member volunteer committees in both, including scheduling calls and meetings, updating committee lists, preparing reports, attending meetings and taking minutes, as required.
7. Utilizes and completes all required event documentation for every event. Ensures that all files and folders are up to date.
8. Helps with on-site and virtual event execution of events.

Other Responsibilities:
Responsible for additional deliverables and projects as evolving TAS business needs may require.

Knowledge, Experience, Skills & Abilities:

1. College or University degree required.
2. Previous experience coordinating events.
3. Excellent written and verbal communication skills in English required.
4. Able to communicate effectively in a group with professionals at all levels.
5. Solid management capability including managing timelines and deliverables.
6. Ability to concurrently manage a number of projects.
7. Superior organizational ability and detail orientation.
8. Ability to establish and maintain positive and collaborative working relationships with co-workers, members, and third-party stakeholders.
9. Ability to maintain a positive client service orientation.
10. Proficient with Windows and Microsoft Office software suite including Outlook, Word, Excel, and PowerPoint.
11. Experience using membership software is an asset.
12. Experience using Zoom and other meeting and event online platforms is an asset.
13. Highly motivated, is proactive and self-initiating.
14. Ability to work flexible/off-standard hours and occasional travel within Canada will be required.

Note: While we are proud to offer the convenience of a hybrid work environment, our events professionals must be within commuting distance of downtown Toronto for in-office event preparation and delivery of Toronto/GTA events, as required.

Start date: Immediate vacancy.