Coordinator, Events
- Job Type
- Full Time
- Job Level
- Junior/Entry level
- Location
- Toronto, ON
- Impact Area
- Economic Development
- Impact Category
- Nonprofit
- Company Type
- Nonprofit
About this position
About MaRS
Toronto's MaRS Discovery District is one of the world's largest urban innovation centres, cultivating high-impact ventures and equipping innovators to drive economic and social prosperity in Canada. MaRS supports entrepreneurs in the sectors of media and technology, cleantech and healthcare by providing them with advice, education and market research, and connecting them to talent, customers and capital. An independent registered charity, MaRS also works with private and public sector partners to create solutions that open market access for ventures and generate social impact.
A growing number of governments, organizations and individuals are exploring new business models to tackle social challenges. They are turning to the MaRS Centre for Impact Investing to help bring ideas to life.
As a result, new opportunities to utilize analytical, financial and consulting skills are opening up in this emerging field.
General Accountability
As part of the MaRS Events team, the Coordinator is responsible for assisting with the booking, planning and delivery of all MaRS events – internal and external. The Coordinator plays a key role at the ground operations level by serving as the main point of contact for clients prior to the event, coordinating event set-ups, executing events onsite and ensuring a seamless transition between events.
Key Job Responsibilities
Daily Event Support:
- Act as on site contact for meeting planners, including first greeting, accessible liaison throughout the event, and touch-point at departure
- Cross-check meeting rooms including layout and food and beverage set-ups to ensure they meet the pre-determined event specifications
- Submit facility requests and work orders for repairs, following-up as needed
- Place and monitor event signage
- Cross-check rental deliveries against event orders
- Log shipping and receiving for events, facilitate shipping services for meeting
- planners
Sales Support:
- Respond appropriately to event requests and inquiries; including providing event costing guidelines and budget estimates, hosting site visits when required
- Make initial event bookings in operating system (Ungerboeck) according to pre- determined data entry standards
- Prepare event contracts, coordinating the countersignature process, filing as required
Planning Support:
- Support the coordination of all potential aspects of events: venue set-up, catering with vendors, catering forms for internal vendors, ordering staff, securing AVS, along with specific logistical requirements including agendas and run plans
- Prepare and distribute next-day event information for DGS, Security, Concierge/Real Estate, as needed
- Submit applicable event permits to Operations, Security and Real Estate
- Attend daily team scrum, weekly operations meetings and events as required
- Participate in planning site visits as required
Administration:
- Ensure timely posting of all billings related to event charges
- Assist in maintaining responsible and timely accounts receivable
- Other duties as required
Internal Contacts:
- Coordinate event related meetings and logistics with Events Team, Audio Visual Services, Administrative Staff, Communications, , IT, Executive and External Contacts
- Coordinate the logistics and all relevant documents needed for speakers, clients, caterers, contracted suppliers (i.e. entertainment, florist etc.), businesses, marketing/advertising companies, and the general public.
Qualifications:
- Post secondary degree, diploma or certificate program or equivalent experience
- 1-2 years of related event planning work experience
- Strong working knowledge of Windows (Word, Excel, Access, PowerPoint and
- Outlook)
- Strong Internet and email skills
- Strong communications skills both oral and written
- Well organized, logical thinker
- Ability to understand how business processes should function
- Ability to manage shifting priorities in a dynamic environment
- Collaborative team player
Working Conditions:
MaRS Collaboration Centre is open Monday through Friday from 8:30 – 17:00, but your position will require you to support events that can run anywhere from 6:00 – to midnight, including occasional weekends. Occasional physical demands and may be required to lift objects up to 50lbs.
Applications are due by 6:59 PM Eastern Time on the Close Date indicated at the top of this job posting.
Applicants must be legally eligible to work in Canada.
MaRS Discovery District is committed to diversity and encourages applications from all qualified candidates, including aboriginal persons, francophones, members of sexual minority groups, persons with disabilities, visible minorities and women. We will provide any requested accommodation to candidates with disabilities throughout the recruitment process.
About us
Based in Toronto’s Discovery District, MaRS is the world’s largest urban innovation hub.
Focusing on four key sectors – health, energy & environment, finance & commerce and work & learning – MaRS supports more than 1,000 ventures that are striving to make the world a better place. MaRS provides these ventures with expert advice, and connects them to capital, talent and new markets to accelerate their growth and scale up their impact.
MaRS is also home to cutting-edge research institutes advancing knowledge in areas like healthcare and artificial intelligence, as well as the Canadian offices for several globally leading tech companies like Facebook, PayPal, Autodesk and Airbnb.
Our Impact
MaRS supports scaling ventures that create jobs, increase prosperity and help tackle important societal issues like climate change or rising healthcare costs.
MaRS has also been instrumental in growing Canada’s market for socially conscious investments through its Centre for Impact Investing and SVX online investing platform.
On the capital side, MaRS manages a fund (MaRS Catalyst Fund) that invests in companies creating positive social or environmental change, and also manages the StandUp Ventures fund, which invests in women-led tech startups.
What it's like to work here
The MaRS Centre is a vibrant, architecturally inspiring innovation hub. It draws 6,000 researchers, innovators and entrepreneurs to work each day at a diverse, curated tenant mix of startups, scaleups and multinational high-tech companies in the building.
MaRS itself is a lean organization with a flat management structure. Dedicated to supporting startups, the culture is entrepreneurial and employees are encouraged to find unique solutions to problems. Teams tend to be small and responsible for the full lifecycle of a project, from ideation and design to development and rollout.
MaRS employees enjoy extras, such as:
i. Access to a wide range of tech industry events that take place in the MaRS Centre, such as the MaRS Mornings entrepreneur talks.
ii. An active social committee that organizes regular events, “serendipity coffees” to meet members of other teams, a summer games tournament, team-building outings and summer golf day.
iii. MaRS softball team, free weekly yoga in the atrium, and discounted gym memberships
iv. Indoor bike parking and showers
Career Growth Opportunities
Career growth at MaRS is fostered by the breadth of experiences and educational opportunities available to employees, as well as exposure to startups, entrepreneurs and diverse networks. Personal development opportunities set the foundation for a successful career within and beyond the organization.
For employees at an earlier stage in their career, the innovation ecosystem and entrepreneurial environment offer opportunities to develop expertise in some of the most important sectors of the economy.
What We Look For When Hiring
MaRS seeks candidates who have an entrepreneurial spirit, who are collaborative and team-oriented and share a passion for innovation and MaRS’ mission.
Candidates should be motivated by the prospect of continuous learning, improving their skills and being given the responsibility to manage projects and find novel solutions to problems.
MaRS looks for people whose unique personal experiences and background can add to its culture of innovation.
Application instructions
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