About Company
Join Hiring.zycto and become an integral part of our dynamic team, where your passion for hospitality and meticulous event planning can truly shine. We are dedicated to crafting unforgettable experiences, and we believe our Event Coordinator Assistants are the backbone of that success. If you thrive in a fast-paced environment, enjoy hands-on involvement, and are eager to learn the intricacies of large-scale event management, you’ll find an unparalleled opportunity for growth here. At Hiring.zycto, we empower our team members to contribute meaningfully from day one, fostering a collaborative atmosphere that values innovation and exceptional service delivery.
Job Description
Hiring.zycto is seeking a highly organized, enthusiastic, and detail-oriented Event Coordinator Assistant to join our vibrant team in First Canadian Place, Toronto. This part-time role offers an exceptional opportunity for an individual passionate about the hospitality industry and event management to gain hands-on experience and contribute to the successful execution of diverse events. As an Event Coordinator Assistant, you will play a crucial role in supporting our Event Managers across all phases of event planning and execution, from initial concept to post-event wrap-up. This position is perfect for someone looking to immerse themselves in a fast-paced environment, learn the nuances of event coordination, and develop a strong foundation in hospitality.
Your day-to-day will involve a variety of tasks, including administrative support, vendor coordination, material preparation, and on-site assistance. You’ll be instrumental in ensuring that every event runs seamlessly, contributing to memorable experiences for our clients and their guests. We are looking for someone who is not only proactive and resourceful but also possesses an unwavering commitment to exceptional customer service and meticulous attention to detail. This role requires flexibility, as event schedules may necessitate working evenings and weekends. If you’re a team player with a can-do attitude, eager to learn, and ready to make a significant impact on various high-profile events within Toronto’s premier venues, we encourage you to apply. This is more than just a support role; it’s an opportunity to grow your career in event management within a supportive and dynamic organization.
Key Responsibilities
- Assist Event Managers in all aspects of planning, organizing, and executing a wide range of events, including corporate meetings, social gatherings, and conferences.
- Coordinate with external vendors such as caterers, AV technicians, decorators, and entertainers to ensure services align with event requirements and timelines.
- Prepare comprehensive event materials, including guest lists, name badges, signage, presentations, and detailed event schedules.
- Provide critical on-site support during events, including guest registration, directional assistance, managing setup/teardown, and addressing any immediate issues that arise.
- Manage event-related administrative tasks, such as maintaining client databases, processing invoices, tracking expenses, and preparing post-event reports and analyses.
- Act as a point of contact for client inquiries and provide outstanding customer service throughout the entire event lifecycle.
- Conduct post-event evaluations, gather feedback, and assist in debriefing sessions to identify areas for improvement.
- Maintain an organized inventory of event supplies and equipment, ensuring availability and readiness for upcoming events.
- Research potential venues, suppliers, and event trends to provide innovative suggestions for future events.
Required Skills
- Excellent organizational and time management abilities, with a strong capacity for multitasking.
- Outstanding written and verbal communication skills, with a professional and articulate demeanor.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Demonstrated ability to work effectively in a fast-paced, high-pressure, and dynamic environment.
- Exceptional attention to detail and strong problem-solving capabilities.
- A strong customer service-oriented mindset and interpersonal skills.
- Flexibility to work non-traditional hours, including evenings and weekends, as dictated by event schedules.
Preferred Qualifications
- Currently enrolled in or recently graduated from a Hospitality, Event Management, Public Relations, or related post-secondary program.
- Previous experience (paid or volunteer) in event coordination, hospitality, or customer service.
- Familiarity with event management software or CRM systems.
- Knowledge of local Toronto venues, suppliers, and industry trends.
- Valid First Aid and CPR certification.
Perks & Benefits
- Opportunity to gain hands-on experience with diverse and high-profile events in a prime Toronto location.
- A collaborative, supportive, and empowering team environment.
- Clear pathways for professional development and growth within the vibrant hospitality and event sector.
- Competitive hourly wage commensurate with experience and responsibility.
- Valuable networking opportunities with industry professionals and clients.
- Exposure to cutting-edge event technologies and practices.
How to Apply
To apply for this exciting opportunity, please click on the application link below. We kindly request that you submit your resume and a cover letter outlining your relevant experience and why you are the ideal candidate for this Event Coordinator Assistant role. We thank all applicants for their interest; however, only those selected for an interview will be contacted.