Corporate Events Planner, Facilities & Planning, Finance and Facilities Management (ON-site, Toronto)

JOB PURPOSE:

The Corporate Events Planner is responsible for the planning, scheduling, coordination, and delivery of a wide variety of high-profile internal and external events, receptions, programs, and/or meetings, including Committee and Convocation meetings. Under the direction of the Manager, Design, Construction and Events ("Manager"), the incumbent provides logistical and consultative services to internal and external clients regarding bookable event spaces and service offerings.

QUALIFICATIONS REQUIRED:

• Post-secondary degree or diploma in Hospitality and/or equivalent work experience.
• Minimum of 5 years related experience, with supervisory capacity, in a facilities services or hospitality environment with project/event coordination and administrative responsibilities.

• Demonstrated understanding of Event Planning and Coordination standards and best practices.

• Knowledge and experience with procurement procedures and contracts.

• Solid understanding and experience with coordinating porter and cleaning services.

• Knowledge of a variety of conflict resolution techniques and their appropriate application.

• Demonstrated ability to work collaboratively with service providers and contractors.

• Ability to effectively manage multiple tasks and priorities under pressure to meet deadlines in a fast-paced environment, exercising confidentiality, sensitivity, tact, and discretion.

• Experience with utilizing room booking software applications.

• Knowledge and experience with creating furniture setup diagrams.

• Demonstrate proficiency in MS Office applications including Word, Excel, Outlook, PowerPoint and various internet browsers.

Client / Customer Service Planning

• Maintains a high level of customer service and professional communication between Law Society staff, benchers, licensees, external clients, external vendors (including on-site service vendors), and enables cross-functional team collaboration.
• Gathers event details from client consultations to develop event plans. Develops layouts for client approval, provides recommendation for event spaces, develops schedule and work order details for porters and cleaning staff to set up room configurations.
• Maintains room booking software tools. Reviews room availability and technology requirements through the Law Society's room booking system.
• Consults with internal and external clients to plan logistical requirements for all events including external catering vendors, liquor license requirements, audio/visual and technology support, security requirements, furniture setups options and cleaning schedules.
• Prepares and executes contracts with external vendors, including catering packages and security deposits.
• Liaises with internal departments such as Security, IT, Production Services, Finance, Policy, CPD, CEO, Treasurer's Office and Facilities operations team to prepare for the events.
• Acts as interface with on-site service providers to ensure successful execution of services.
• Addresses and makes arrangements for special accommodations.

Client / Customer Service Delivery

• Reviews preliminary schedules for events and programs to assess any conflicts with other internal and external functions, report discrepancies to the Manager.
• Provides timely, effective, and quality delivery of event support services for meetings, events and programs held on Law Society premises. Ensures events are well run, with a focus on customer service and creating a welcoming and hospitable experience.
• Responds and works to accommodate special needs and requests, as well as last minute changes to plans and set-ups.
• Directs and supervises logistical tasks with suppliers, external catering and equipment vendors, on-site porters, and cleaning vendors.
• Perform pre-event site review to ensure setup configurations and equipment requirements are accurate. Focuses on the visual appearance of the set-up, including details, such as, cutlery, linen, lighting, uniforms, general cleanliness, and orderliness of the event space(s).
• Maintains records and files for Law Society events and programs. Generates calendar of events and prepares weekly schedule updates for distribution for the Manager.
• Conducts routine inspections of meeting spaces, and on-site furniture and equipment to identify areas for maintenance or repair.
• Ensures that all meetings, events and programs adhere to Law Society policies, standards, and health and safety protocols.

Financial Responsibility

• Responsible for obtaining quotations from outside vendors, suppliers, and catering companies, initiating purchase orders, tracking and processing requisitions and invoices, and developing quotations, contracts and final invoices for external client events.
• Reviews the Events general ledger account to identify and report any discrepancies to the Manager.
• Reviews invoices from vendors related to catering, events for compliance with term of contracts (including verification of deposits and insurance) and address issues with vendors.
• Monitors and tracks event expenditures, supplier and vendor contract terms and conditions.
• Provides input to the Manager for preparing, monitoring, and analyzing the department annual Operating budget.

Team Membership

• Actively participates with all members of the department team and contacts within and throughout the organization, contributing to the efficient and professional delivery of services.

• Seeks opportunities and makes recommendations to the Manager to improve and expand work processes and procedures.

• In conjunction with the Manager and other team members, contributes to the analysis and proactive planning of immediate and longer term departmental, opportunities and initiatives, and works with the team to implement cost-effective, user-friendly solutions.

• A team player with sensitivity to various levels of expectations from senior management, board members, employees and external clients.

• Supports team members to respond to changing deadlines and priorities in a rapidly changing, stakeholder driven environment.

Relationship and Alliance building

• Develops strong relationships within the Facilities & Planning department team, Finance & Facilities Management division, external clients, suppliers and contractors to meet the variety of event and meeting requirements.
• Directs supplier and contractor staff in accordance with the policies of the organization and best human resources practices; assigns, reviews and coordinates their areas of work.

The Law Society has introduced a Distributed Workforce Model to leverage flexibility and agility, and to maximize employee productivity and engagement. Work arrangements will be determined by role and departmental requirements. The working arrangement for this position has been classified as primarily on-site, with the ability to work from home on an occasional basis. The specific application of this will be communicated to applicants contacted during the recruitment process.