Event Specialist

Canada·Vancouvermid

OtherEvent Specialist

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Quick Summary

Key Responsibilities

Coordinating event logistics and working with vendors, venues and third-party suppliers, Tracking event budgets and supporting financial reconciliation, Developing timelines, run-of-s

Requirements Summary

Coordinating event logistics and working with vendors, venues and third-party suppliers, Tracking event budgets and supporting financial reconciliation, Developing timelines, run-of-s

Technical Tools

OtherEvent Specialist

About the Role

~1 min read

Supports the operational execution and delivery of approved event plans for signature, high-value events.
Plans, project manages, and executes events of varying scope, including independently delivering smaller-scale events within established frameworks and approved budgets.
Develops and maintains timelines and critical paths.
Coordinates event logistics including hotels, venues, AV, catering, registration, décor, transportation and signage.
Coordinates operational elements related to event technology platforms such as registration systems, event websites or mobile event applications.
Coordinates partner and client engagement logistics delivered through events, including meetings, hosted programs and marketplace participation.
Prepares event briefs, run-of-show documents, planning tools and operational checklists.
Coordinates specific event components (e.g., registration, speaker logistics, production elements).
Travels on-site as required to support event delivery.

Liaises with event agencies, contractors and suppliers.
Supports vendor sourcing, RFP processes and contract coordination.
Tracks vendor deliverables and timelines.
Reviews invoices for accuracy and alignment with approved budgets.
Provides input on vendor performance, cost considerations and service delivery to support effective vendor management and cost efficiencies.
Escalates complex vendor issues or negotiations to the Event Manager or Event Director.

Tracks event budgets and expenditures.
Identifies budget variances and provides input and recommendations to support budget management, cost efficiencies and financial planning.
Maintains financial documentation and forecasting tools.
Coordinates procurement documentation including contracts, purchase orders and amendments.
Supports financial reporting and reconciliation processes.
Ensures compliance with Destination Canada policies related to travel, hospitality, food & beverage expenditures.

Acts as liaison between business units and event delivery teams.
Coordinates with creative, brand, communications, translation, procurement and finance teams.
Supports executive-level logistics including briefing materials, scheduling and run-of-show coordination.
Maintains project tracking systems and event documentation.

Ensures events align with Destination Canada brand standards and corporate guidelines.
Supports sustainability and accessibility integration in event planning.
Contributes to shared tools, templates and operational resources used across the Events team.
Assists with post-event evaluations and documentation of operational learnings.

Provides operational feedback to Event Manager and Event Director to support continuous improvement.
Identifies opportunities to improve processes, coordination and efficiency across event delivery.
Supports implementation of new tools, technologies or operational practices within the Events portfolio, including leveraging AI tools and technologies.
Maintains awareness of event industry trends and technologies relevant to event delivery.

Requirements

~2 min read

Graduation from a recognized college or university in Marketing, Event Management, Business Administration, Tourism, Hospitality or other relevant discipline or an acceptable combination of education, training and experience.
At least 5 years of experience in event planning or coordination, including:
- Coordinating event logistics and working with vendors, venues and third-party suppliers,
- Tracking event budgets and supporting financial reconciliation,
- Developing timelines, run-of-show documents or event briefs, and
- Supporting trade shows, conferences, meetings, or brand activations.
Experience working in cross-functional or complex stakeholder environments.
Knowledge of event, meeting and trade show planning processes and operational logistics.
Understanding of project management principles and planning tools, including financial and administrative tracking.
Ability to utilize and leverage workplace technology, including MS Office Suite, Google Workspace, project management tools, and AI-enabled productivity tools and technology, to enhance workflow efficiency
Strong organizational and project coordination skills with the ability to manage multiple tasks, timelines and deliverables simultaneously.
Ability to coordinate event logistics with strong attention to detail and accuracy.
Effective communication and interpersonal skills with the ability to collaborate with internal teams, vendors and stakeholders
Ability to build and maintain positive working relationships with colleagues, suppliers and partners.
Ability to manage competing priorities and deliver results in a fast-paced, deadline-driven environment.
Sound judgment in identifying operational risks or issues and escalating them appropriately.
Ability to troubleshoot logistical challenges and identify practical solutions during event planning and delivery.
Cultural awareness, professionalism and discretion when working with diverse stakeholders and supporting high-profile events.

CMP designation (Certified Meeting Planner) or equivalent professional certification is an asset
Familiarity with procurement and financial processes in a corporate or public sector environment
Experience in the tourism industry and/or knowledge of the Canadian tourism industry and related stakeholders
Familiarity and/or experience working with event management platforms, event websites, and mobile event apps
Proficiency and/or familiarity with Asana
Awareness of event industry trends and technologies, including AI tools and technologies
French/English bilingualism

What We Offer

~1 min read

✓Extended health and dental benefits

✓A defined contribution pension plan

✓A minimum of 3 weeks’ vacation

✓5 paid days for personal and family needs each year

✓1 paid wellbeing day per year

✓Generous maternity and parental leave top-up

✓An employee and family assistance program

✓Flexible working options, including a hybrid model and compressed workweek

✓Support towards your professional growth with learning and development opportunities, mentorship, and more.

This role follows a hybrid work arrangement, where work is performed onsite at least 3 days per week. Please note the work arrangement is subject to change.
This is a three-year term role, with a fixed end date.
This is a unionized role
This role requires occasional travel to support on-site event coordination and delivery
Overtime may be required during peak event planning and delivery periods.

Privacy Notice Acknowledgement and Consent

Personal information collected in relation to your application is collected pursuant to the Canadian Tourism Commission Act and the Privacy Act. Providing your personal information is voluntary. However, incomplete applications or refusal to provide relevant information will impact our ability to assess your candidacy. Personal information provided by you will be used to evaluate your application, verify accuracy of the information provided (references and credentials) and to maintain an inventory of candidates for work opportunities and staffing, all in accordance with Destination Canada’s personal information banks PSU 911 and PSE 902. Information will be retained for a minimum of 2 years.

By submitting your application, you consent to the use of your personal information as indicated above and agree to the terms of our Privacy Notice. SIN numbers, other personal identifying numbers, (Driver licence, CRA and BIN), medical information and candidate photographs are not required for the purposes of this application. Please do not submit this information in your application.