Welcome To Oakville Chamber of Commerce - Applying For The Coordinator, Events Position

The award-winning Oakville Chamber of Commerce, representative of 1,200-member businesses of all sizes and sectors, is seeking a dynamic, high energy and self-motivated Events Coordinator to join our team.  Responsibilities include planning events, coordinate production and execution logistics. The successful candidate is a self-starter and must be able to work under tight timelines, multi-task and troubleshoot related issues. Superior organizational and administrative skills are required to successfully execute between 60 and 75 events per year.  The Events Coordinator will work collaboratively with the Chamber Team to best meet the needs of new and existing members.

Manage & Execute Chamber Events

  • Attend all Chamber events, directing set-up and tear down
  • Assist Executive Vice President in setting budgets for each event
  • Working with Executive Vice President, ensure net revenue objectives are met
  • Open and close registration on website
  • Track & Summarize event attendance
  • Assist in the development of marketing plans and materials
  • Negotiate & renew contracts (audio visual, venues, related services that need to be authorized and signed by the President or Executive Vice President)
  • Arrange for all AV requirements
  • Work with host venue regarding theme, food and drink requirements, services, and setup.
  • Catering requirements, communicate with venue regarding any special dietary needs (ensure all contractual obligations are met by the venue and that the venue complies with building, health and safety requirements)
  • Develop and maintain all key event documentation; contracts, event agendas, partner communications and thank you letters
  • During the event, monitor registration efficiency, guest comfort, efficiency of the service staff, effectiveness of speakers etc. to identify any issues needed to be addressed
  • Ensure all sponsorship/partnership agreements are fulfilled
  • Liaise and communicate in a timely manner with event partners event outlines, roles and responsibilities as required
  • Ensure all needs of guest speakers are met (transportation, AV, etc.)
  • Participate in a comprehensive post event review
  • Purchase event related supplies, items, and services keeping the costs within the approved budget
  • Keep a file of all completed events for future information


Preferred Background, Experience & Qualifications

  • Completion of post-secondary degree or diploma in event management preferred
  • 2 to 3 years event coordinating and/or direct marketing experience
  • Project management experience
  • Strong proficiency in computer skills, MS Office (Word, Excel, Outlook etc.)
  • Possess and maintain a valid Driver’s License and have access to a reliable vehicle
  • Ability to lift a minimum of 13 kilos unassisted

Personal Attributes

  • Ability to establish and maintain effective working relationships with a wide variety of internal and external contacts
  • Detail-oriented and ability to work in a fast-paced environment
  • Ability to work under pressure and meet tight deadlines
  • Ability to work independently as well as within a team
  • Superior client relationship skills
  • Excellent communication skills (written & oral)
  • Ability to respond to complaints from the public and stakeholder, and to resolve conflicts or facilitate resolution
  • Work evening and weekends, if need be, to execute events successfully


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