Events Administrator

Client Relations and Communication:

Position Summary:
The Event Administrator plays a key role in supporting event operations by managing client interactions, managing administrative processes, and ensuring smooth execution of events. This position serves as a liaison between clients, the events team, and vendors, while also handling financial and operational responsibilities to maintain high standards of service and efficiency.

Key Responsibilities:

• Provide professional and consistent communication with clients, starting with handling tours, bookings, general inquiries, and attending client meetings.
• Conduct follow-ups with clients, including addressing lost inquiries, sending appreciation cards, and gathering testimonials.
• Act as the primary point of contact for on-the-ground updates during events, communicating with the Event Manager as needed.

Event Coordination and Execution:

• Create event binders with general information and detailed timelines, ensuring events are executed using tools like Event Temple, All-seated/Prismm, and Google Docs.
• Maintain a high standard for event procedures, ensuring accuracy and timeliness.

Administrative and Financial Duties:

• Manage weekly invoicing for clients, collect payments, and ensure 75% of the event bill is collected at least 30 days prior to the event.
• Finalize closing invoices, manage deposits, and handle client refunds when required.
• Perform cash-out and tip reconciliation duties for events.
• Ensure client-provided insurance documentation is collected and properly filed.

Event Planning Support:

• Assist in planning and executing the social media calendar in collaboration with the Events Manager.
• Participate in the planning and execution of internal administrative projects as needed.

Qualifications:

• Proven experience in event coordination, administration, or a similar role.
• Excellent communication and interpersonal skills with a client-focused approach.
• Strong organizational and multitasking abilities to manage multiple tasks and timelines.
• Proficiency in event management tools (Event Temple, All-seated/Prismm) and general administrative tools (Google Docs).
• Experience handling invoicing, payments, and financial documentation.

Preferred Skills:

• Familiarity with social media planning and execution.
• Experience with client relationship management and follow-up practices.
• Ability to work in a fast-paced, dynamic environment while maintaining attention to detail.

The Event Administrator is essential to the success of the events team, ensuring seamless operations, strong client relationships, and high-quality event execution. This position is ideal for a detail-oriented professional passionate about delivering exceptional experiences.

Job Type: Full-time

Pay: $45,000.00-$55,000.00 per year

Benefits:

• Dental care
• Extended health care
• On-site parking
• Paid time off
• RRSP match
• Store discount

Schedule:

• Monday to Friday
• Weekends as needed

Experience:

• Administrative: 1 year (preferred)

Work Location: In person