Job Description
WHO WE ARE: Generis organizes and delivers industry leading B2B conferences allowing business leaders to discuss, learn and network. We provide a platform uniquely designed for executives and professionals to connect. Our experience spans two decades of successfully developing and delivering high-quality business-to-business events and services across various industries. Generis was formed with the vision of redefining how knowledge transfer and face-to-face interactions take place. We see an opportunity to enhance the partnership experience by understanding how executives and professionals create and sustain successful relationships. Our commitment to delivering world-class content and connecting business ideas with relationship opportunities is the Generis experience. We are thrilled to have expanded our operations across both the North American and European markets.
Senior Event Coordinator Role:
The Senior Event Coordinator role is ideal for someone with prior event experience who seeks to enhance their operational and leadership skills within the events industry. This role focuses on supporting the Operations department by coordinating all communications with speakers, sponsors, and delegates. Reporting to the Manager/Department Head, the selected candidate will plan and execute event logistics for all phases of the event—pre-event, during the event, and post-event. Additionally, they will manage and maintain the event budget, timeline, and key deliverables. The Senior Event Coordinator will oversee all aspects of attendee management, including delegate attrition and attendee satisfaction, while fostering and maintaining positive relationships with sponsors and suppliers.
* Candidates must have a valid passport and the ability to travel to the USA up to 10x in the year.
* This is an in person position with remote work flexibility up to 2x a week after 6 weeks of employment.
* Candidates must be willing and able to be on their feet for extended periods of time.
* Candidates must be able to lift up to 20 pounds.
Key Responsibilities:
70% Administration and Event Preparation:
- Acting as the key liaison for speakers and sponsors once their participation has been confirmed, continuous correspondence collecting all collateral and ensuring deadlines for deliverables are met.
- Manage and maintain the master database and ensure data is up to date and accurate. Review audits and manage the accuracy of all event master databases. Perform audits on all events weekly.
- Anticipate and flag any challenges or threats to the success of the event.
- Acting as primary liaison with the event venue to ensure all details regarding setup are organized and communicated clearly.
- Collaborating with all internal departments to ensure that digital conference material/ content copy is submitted, are produced, proofed and delivered according to set schedule.
- Executing key event deliverables between delegates and sponsors, while maintaining and supervising event logistics.
- Preparing preliminary event costs/budgets. Reconciling the event costs post-show, including reviewing event invoices for accuracy and processing invoices.
30% Onsite Execution:
- Developing the on-site event agenda outlining all activities that have to take place on-site for the proper execution of the event, including assigning jobs to Generis staff onsite.
- Managing Delegate/Sponsor check-in/registration process and event set up (packing folders, creating name badges, creating and setting up signage etc)
- Liaising with hotel and hotel staff for events needs and requests (ie. food and beverage is served and replenished appropriately, ensure guest rooms are correct and in good condition, monitoring lighting, temperature, overall ambiance)
- Monitoring and track Delegate attrition using Salesforce and check in process
- Run Delegate/Sponsor 1-2-1 meetings
- Additional administrative duties as required
Skills Desired:
- 3+ years of event coordination or strong client relations/customer service experience
- Over three years of experience in event coordination or strong client relations/customer service.
- Proficient in Excel.
- Experience with Salesforce is a bonus.
- Skilled in delegating tasks and managing support personnel.
- Extremely organized, with excellent time-management skills and the ability to multitask.
- Excellent professional and diplomatic communication skills, both written and verbal.
- Capable of supervising, assessing risks, and communicating important information to management.
- Inclined to take ownership of projects and follow through to completion.
- Comfortable working on projects both in a team atmosphere and independently.
- Ability to train and coach event coordinators.
- Skilled at identifying and executing process improvements.
- Able to work to deadlines with a calm demeanor.
- Responds well under pressure, capable of handling sudden challenges and rectifying situations quickly and clearly with a cool, level head.
Daily Tasks May Include:
- Overseeing the maintenance and management of master databases, including the completion of weekly audits to ensure data integrity and accuracy.
- Establishing and maintaining effective communication with delegates and sponsors, managing the collection of profiles, preferences, booth information, and other critical data.
- Coordinating event logistics with hotel management, including food and beverage arrangements, floorplans, room blocks, and other essential services.
- Managing relationships with suppliers, including audiovisual services, exhibitor services, and event supplies.
- Conducting comprehensive assessments and preliminary negotiations for supplier and venue contracts, ensuring optimal terms and conditions.
- Leading the management of the event timeline and key deliverables to ensure seamless execution.
- Supervising the coordination of staff travel arrangements for event participation.
- Strategically planning and executing on-site event logistics, including set-up and tear-down, registration processes, hotel communications, delegate management, and sponsor maintenance.
- Running 1-2-1 meetings
- Assisting with training and onboarding of new team members
Benefits/Bonus:
- Yearly bonus, based on performance, up to 10% of salary
- Earn 1 day in lieu for each event in portfolio - when acting as Main Coordinator
- Top performers will fast-track their career progression into Leadership opportunities
- Incentives and opportunity for travel
- Health benefits after 3-months of employment + extended mental health and lifestyle tools and support hub
- Tailored training and mentorship program
- Monthly company-wide town hall meeting with announcements, awards and social festivities
- 15 paid days off a year+ Holiday Break
- Hours for this position are Monday - Thursday 8:30AM - 5:00PM, Friday 8:30AM - 4:30 PM.
Generis is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. If you require assistance or an accommodation, please let us know.