• Events and Meeting Centre Coordinator

     
    Job Description – Events and Meeting Centre Coordinator
     
    ACCOUNTABLE TO: Events Manager
    The London Chamber of Commerce is seeking an Events and Meeting Centre Coordinator. The role of the Events Coordinator is to be responsible for planning and executing aspects of Chamber events. Key duties include: planning events, creating and adhering to event budgets, set up/tear down of events and managing events. As the events side of the business grows the Events Coordinator will also oversee all aspects pertaining to the running and organizing of the Meeting Centre. The Meeting Centre facility is located at 101-244 Pall Mall Street, and consists of 3 meeting rooms, a boardroom, and a serveries.  Our clients are business oriented – hence our tagline “The Place Where Business Meets”.
     
    ESSENTIAL AREAS OF RESPONSIBILITY
    The Events and Meeting Centre Coordinator is a well-organized self-starter. You must have the physical capability to move wheeled tables and chairs. You should be detail-oriented and have high standards for cleanliness.
     
    With the guidance of the Events Manager, coordinate and execute high quality events that fall within your event portfolio (typically the networking event series).
     

    • Execute virtual, hybrid, and/or live events (we won’t be moving back to the live
      event format until safely recommended by public health).
    • Book and coordinate all venue logistics (physical venue spaces and/or virtual
      event platform).
    • Assist in booking keynote speakers and panelists, providing them with full event
      details, and content direction.
    • Determine event agendas and write event scripts.
    • Liaise with all vendors and suppliers needed to successfully execute event, which may include
      confirming event needs, contract review, and/or negotiation.
    • Greet and assist all event attendees.
    • Compile and send out all pre, during, and post event communication to
      attendees, speakers, exhibitors, sponsors, and any other key stakeholders.
    • Prioritize the health and safety of all guests, staff, volunteers, and vendors.
    • Create event wrap-up reports, debriefs, and thank you emails.
    • Provide invoices to Events Manager for processing.
     
    Events Coordinator Portfolio includes:
    • Business Builders and Business Before Business Networking Groups
    • Business After Five Networking Event
    • Discover Your Chamber
    • The Grinch Gives Back
    • The Changing Faces of Ag
    • Farm Tour
    • Networking Unmasked
     
    Staff Liaison to the Membership Services Committee
    • In charge of arranging the schedule for the year
    • Maintains active committee list as well as succession planning of Committee Chair
     
    Assisting Events Manager
    • From time to time the event assistant will help the Events Manager with the executing of Main events ie. Business Achievement Awards, State of the City, Summit, the Past Presidents’ Golf Classic and Special Speaker events.
     
    Meeting Centre Coordinator:
    • 35 Hours per week – 8:30 a.m. – 4:30 p.m. Monday to Thursday. There may be occasions that require some flexibility to accommodate client’s needs. (Example: earlier start to have things prepared for an early meeting booking when required)
    • Maintain the Meeting Centre Calendar for all meeting bookings and Chamber events.
    • Prepare Client contracts.
    • Prepare weekly schedules and worksheets
    • Maintain Meeting Centre inventory
    • Monitor maintenance needs (plumbing, electrical, etc.)
    • Order required catering
    • Set up and tear-down of meeting rooms as required
    • Arrange for Audio/Visual equipment as required
    • Maintain Meeting Centre budget
    • Play an active role in business development for the meeting centre.
     
    The London Chamber of Commerce has a small staff and operates as a non-profit organization. The ideal candidate can multitask, wear multiple hats, and is a team player. Candidate will need to clearly articulate The London Chamber of Commerce vision, mission and purpose with authenticity, and work well in a dynamic environment (co-working space).
     
    DESIRED SKILLS, ATTRIBUTES AND CHARACTERISTICS
    • Degree or Diploma in Events Planning.
    • Knowledge of Facilities Management.
    • Experience as an event coordinator or similar role.
    • Ability to work a flexible schedule with occasional hours during weekends or after hours, as needed, based on event and meeting centre schedule.
    • Strong technical skills including experience with online resources, Microsoft Office, Adobe Creative Cloud and database applications.
    • Work well independently.
    • Must possess time, resources, and project management skills.
    • Customer service skills – we are a membership association after all.
    • Possess excellent negotiation skills.
    • Lift 40 lbs unassisted.
    • The ability to think on your feet, problem solve, and maintain a positive attitude.
    • The ability to be precise and attentive to details.
    • The ability to meet deadlines, be organized and goal oriented.
    • Transportation / drivers license – not required but an asset.
     

    Event Planning: Event Planning