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Events Coordinator

May 23, 2024 | Job Postings

The Events Coordinator at Elm City Events will play a pivotal role in the operational success of our growing event management company. Based in Fredericton, New Brunswick, this position involves working closely with the management team and clients to ensure the seamless execution of events. The ideal candidate will be highly organized, proactive, and passionate about delivering exceptional event experiences. This role offers the opportunity to contribute significantly to the development and growth of Elm City Events while exceeding client expectations through meticulous planning and execution.

Client Coordination:

Work directly with clients to plan and tailor their events, ensuring their visions are accurately brought to life.

Conduct initial meetings with clients to understand their event goals and preferences, maintaining ongoing communication throughout the event planning process to ensure all client needs are met and any adjustments are handled promptly.

Actively solicit feedback during and after event execution to refine and improve future event planning, demonstrating a commitment to client satisfaction and continuous improvement.

Event Planning Documentation:

Generate comprehensive event documentation, including detailed schedules, floor plans, and vendor lists, ensuring all aspects of the event are clearly communicated and documented for both the client and the event team.

Develop and oversee client-specific event registration websites, ensuring user-friendly interfaces, accurate event information, and real-time tracking of attendee registrations and data.

Supplier Collaboration:

Collaborate with suppliers to draft and finalize client itineraries that align with the event objectives and client expectations.

Source vendors to find the most competitive pricing for clients.

Maintain good standing relationships with vendors and suppliers.

Data Entry and Administrative Support:

Perform data entry tasks related to event planning and coordination, maintaining accuracy and up-to-date information in company databases.

Provide administrative support to the team by creating event materials, packaging client gifts for events, and calling and emailing invitee lists to confirm attendance at client events.

Pick up and drop off items as necessary for events, working closely with the management team to coordinate logistics.

Send client surveys after events. Collect the results and share them with the team.  

Coordinate aspects of pre-conference planning, including name badge creation, delegate package preparation, program creation and printing, preparing registration desk materials and running event reports for all stakeholders.

Event Execution:

Oversee the on-site execution of events, coordinating with staff, suppliers, and clients to ensure a smooth and successful event outcome.

Ability to remain calm and professional under pressure.

Ability to multi-task, managing multiple responsibilities with competing and changing priorities.

Demonstrated time management, decision-making, organizational and problem-solving skills.

Confident interpersonal and communication skills.

Extremely organized with a high attention to detail.

Ability to use Microsoft Office Suite (Outlook, Excel, Word, and PowerPoint), Canva, and Asana. As well as the ability to learn new technologies to support the delivery of our client’s events, where applicable.

1-3 years of office/administrative/event planning work or equivalent education and working experience.

A passion for event planning

Must have a driver’s license and access to a vehicle.

Must have the ability to be flexible with work hours.  Some events happen in the evenings and on weekends so you must have the ability to be on-site for those events.

Competitive salary.

Office space provided in our downtown Fredericton office.

Opportunity to work with a dynamic and creative team.

Training and professional development opportunities.

We are not requesting resumes and cover letters. Instead we would like you to take a few minutes to fill out our job application at the link below.

We will be accepting applications until June 5th.

We thank all applicants in advance for their interest in this position; however, only those selected for an interview will be contacted.

Elm City Events is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We encourage individuals from all backgrounds to apply.

Company: Elm City Events

Contact: Alisha Bainbridge –

Active Dates – May 22 to June 5

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