We are currently recruiting for an Events Administrator. This role will report to the Director, Events and Public Affairs and is responsible for coordinating sponsorship and exhibitor activities, event communications and marketing, technology and administration, and on-site logistics. The Administrator works collaboratively with internal subject matter experts, member companies, suppliers, and other stakeholders.
If you enjoy seeing an event come together from planning through execution, this role offers the opportunity to contribute to engaging, high-quality events and experiences. We’re looking for someone who is organized, proactive, and collaborative, with a strong eye for detail and the ability to manage multiple priorities while providing excellent support to sponsors, exhibitors, attendees, and other stakeholders.
Team members benefit from:
- The expected annual base salary is $63,000 with some flexibility depending on the experience and skillset of the candidate.
- Employer-paid health, dental, extended health, and paramedical benefits (including virtual services)
- A defined contribution pension plan with employer matching
- 3 weeks paid vacation
- 10 paid sick days
- 2 paid floater days
- Hybrid work arrangement based in Toronto.
What you will be working on:
Sponsorship & Exhibitor Coordination
- Coordinate sponsor and exhibitor onboarding, communications, registrations, deliverables, benefits, records, and promotional assets.
- Support sponsorship and exhibitor programs, including booth allocation, exhibit hall logistics, shipping, venue coordination, and sponsor recognition.
- Respond to sponsor and exhibitor inquiries and track requirements throughout the event lifecycle.
- Prepare status reports and support post-event analysis and recommendations.
Data & Event Technology
- Maintain accurate event, sponsor, exhibitor, and contact records and distribution lists, ensuring CASL compliance.
- Support the setup, testing, and maintenance of registration systems, event websites, mobile apps, and other event technology.
Communications & Marketing
- Monitor the Events mailbox and respond to or triage registration, sponsorship, exhibitor, and attendee inquiries.
- Coordinate event marketing and communications, including email campaigns, social media, registration launches, announcements, and promotional materials.
- Prepare, proofread, and update event content across websites, registration platforms, event apps, signage, agendas, presentations, and attendee communications.
- Coordinate marketing assets, translations, and bilingual content, ensuring accuracy, consistency, AODA accessibility, and brand compliance.
Planning & Administration
- Coordinate planning meetings, event calendars, contracts, invoices, payment tracking, vendor information, and other event documentation.
- Maintain event records, project files, reports, and tracking tools to support planning and post-event reporting.
- Follow up on outstanding payments and deliverables with registrants, sponsors, exhibitors, vendors, and internal stakeholders.
Event & On-Site Support
- Lead exhibitor registration and exhibit hall setup and management for assigned events, and provide backup support for attendee registration and event logistics.
- Coordinate shipping, event supplies, venue requirements, badge printing, and logistics for events and smaller programs.
- Support post-event activities, including inventory reconciliation, outstanding commitments, attendee follow-up, and lessons learned.
- Ensure event materials, reports, and deliverables are accurate, complete, and thoroughly reviewed.
What you will bring:
Diploma from a recognized Community College with 2+ years’ related experience or equivalent
Previous financial services experience, knowledge of the life and health insurance industry and/or association experience is considered an asset
Intermediate to advanced MS Office skills (Word, Excel, PowerPoint, SharePoint, MS Planner), Canva and/or Adobe Pro.
Experience using event registration tools preferred
Some working knowledge of electronic document management systems an asset
Demonstrate good understanding of discipline with related technical skills
Communication skills (verbal, written, digital), including the ability to effectively build relationships and work collaboratively with individuals at all levels within and outside the Association
Ability to problem solve, assess issues, develop options and make decisions to respond quickly and independently and to know when to escalate issues
Organization, project and time management skills to handle multiple projects, including those with tight timelines and changing priorities
Accuracy and attention to detail and proficiency working with databases and learning new systems
Bilingual (English, French) language skills may be required
Certifications (e.g., CMP, DES, PMP) an asset.