Event Coordinator - Business Events

Are you a passionate, organized, and time-management-savvy Event Coordinator? Do you have experience coordinating projects with multiple vendors, partners, and clients? Do you thrive on promoting successful promotional and commercial activities or have you distinguished yourself with your attention to detail, ability to anticipate the unexpected, and rigorous technical and administrative support? In this role, you will leverage your dynamism and passion for events to provide support in planning our business events, trade shows, and promotional and commercial activities that showcase Montreal.

By joining the Tourisme Montréal team, you will contribute to the deployment of sustainable initiatives as part of the Strategic Plan.

About Us

Tourisme Montréal is a non-profit private organization that has been promoting Montreal as a tourist destination for over 100 years. Thanks to its work, the metropolis is today positioned as one of the most important international destinations. On a daily basis, the organization deploys numerous initiatives to offer unique experiences to visitors while maximizing the economic, social, and cultural benefits of tourism in a harmonious and thoughtful manner. Bringing together over 1,000 members of the tourism industry, it plays a leading role in the management and development of Montreal's tourist offer. Tourisme Montréal also contributes to the economic, urban, and cultural development of Montreal.

At Tourisme Montréal, we are driven by a common passion and motivated by a unifying mission. We are proud to contribute to making Montreal shine with an organization recognized as a leader in the tourism industry. We accomplish ourselves by having a positive impact, beyond our profession, and we do so as a team. We feel that we make a difference, and that propels us. Tourisme Montréal is a vast playground where we feel that our contribution is significant.

Your Mission

Under the supervision of the Business Events Team Lead, the Event Coordinator must provide support in the orchestration of event initiatives, according to the specific objectives of the Business Sales Market. You will work closely with Event Managers and the Finance Department to produce and finalize cost reports and billing according to the budgets and deadlines.

Main Responsibilities

• Assist in the search and coordination of all Business Events Campaign events, including trade shows, Signature Events, familiarization tours, and other events with activation
• Create invitations and thank-you notes through our database
• Ensure rigorous follow-up and make necessary reminders, by email or phone, to optimize participation rates in events.
• Manage registrations for various events, trade shows, or others
• Coordinate client needs for transportation and accommodation
• Conduct research and create client profiles for Business Events Campaign events, sales booths, and business visits.
• Prepare customer and partner satisfaction surveys
• Process post-event data, compiling the collected information, updating the database, and assigning follow-ups to the concerned managers
• Contact vendors as needed, by phone or Teams

Other Administrative Tasks

• Request payments and follow up on invoices
• Responsible for the regular updating of the Finance budget file and the Grand Events Table
• Maintenance of Business Campaign documents and monthly value tables
• Writing and preparation of various administrative documents, including itineraries for familiarization tours, confirmations for clients, and any other document related to the organization and coordination of an event. Preparation of badges, place cards, gifts, and any other required materials.
• Participation in monthly meetings with the different markets and sending minutes
• Management of the shipment of boxes for various events, including the completion of required forms, notably those related to customs for shipments to the United States.

What You Bring

• Possess at least a DEC or studies in event management, in the tourism or hospitality industry is an asset
• Minimum of 2 years of experience in event management;
• Proficiency in Microsoft Office suite;
• Proficiency in English and French (spoken and written), as events may take place in Canada, the United States, and internationally;
• Experience in project management;
• Experience in budget management;

What Will Set You Apart

• Ability to work under pressure and manage multiple files at once;
• Sense of organization and priority management;
• Initiative, autonomy, and professionalism;
• Excellent customer service skills;
• Excellent ability in needs analysis and problem-solving;
• Team spirit and creativity;
• Ability to communicate well;
• Organized and rigorous person;
• Rigor and attention to detail;
• Diplomacy;
• Resourcefulness and autonomy;
• Flexibility in terms of tasks;
• Must be able to be available for local events, evenings, and weekends

What We Offer

• Competitive annual salary determined based on a salary scale, indexed annually
• Collective REER equalized by the employer up to 5% of the salary
• 3 weeks of paid vacation from the start of the reference year
• Complete collective insurance, PAE, and telemedicine after 3 months, shared cost 50/50
• Health account of $350 per year
• Paid workdays off between Christmas and New Year's Day, 7 days of sick leave, and 3 days of personal leave per civil year
• Employer contribution of 50% on the cost of the annual Opus subscription (+8% discount on the portion paid by STM, RTM)

There's More

• 35-hour workweek and compressed summer hours
• 9 paid holidays + 1 day on Easter
• Hybrid work policy offering up to 2 days per week of remote work; possibility of remote work outside Quebec up to 10 consecutive days per year, in combination with one or two weeks of vacation;
• Structured onboarding and integration program aimed at team cohesion and transversality;
• Skills development and training program;
• Access to numerous tourist attractions, events, and festivals free of charge, all year round;
• A bright office in the heart of Downtown, near McGill and Bonaventure metro stations, next to the Queen Elizabeth Hotel
• Free tickets and invitations to cultural and sporting events.
• A cohesive team and a dynamic work environment.

By submitting your application, you expressly consent to the sharing of confidential data contained in your application within our company. You also consent to the use of your phone number to contact you by text or phone call regarding the recruitment process and job opportunities. The information will be handled confidentially and used exclusively for the recruitment process. We are committed to complying with the laws and regulations in place regarding the protection of personal data, ensuring the confidentiality of the information you have provided. Your trust is essential, and we take all necessary measures to protect your data throughout the recruitment procedure.

The use of the masculine gender is not intended to discriminate and is used solely to lighten the text.

At Tourisme Montréal, we believe in equity, diversity, and inclusion. We are committed to welcoming all individuals, considering and valuing them for who they are, enriching ourselves with their differences and uniqueness, and, above all, offering them a work environment where they will feel at home. For us, discrimination, in any form, is zero tolerance! We believe in the importance of our teams reflecting the diversity of our members, our clientele, and the communities we serve. If you need assistance to make the recruitment process or the position more accessible, please let us know. Accommodation measures will be offered to you.