The Ajax-Pickering Board of Trade (APBOT) is seeking an Events Coordinator to lead the planning and execution of APBOT's events while helping grow sponsorship revenue and member engagement. The Events & Partnerships Specialist is responsible for planning, coordinating, and delivering APBOT's annual calendar of events, including networking programs, educational seminars, signature fundraising events, awards programs, and member engagement initiatives.

Working closely with the Executive Director, staff team, Board committees, volunteers, sponsors, and community partners, the successful candidate will ensure every event is professionally executed, financially successful, and delivers value to members. The role also plays an important part in sponsorship development, partnership management, and continuous improvement of APBOT's event portfolio. As a small team, we work closely together and everyone lends a hand when needed.

If you're organized, enjoy variety in your work, and like being involved in the local business community, we'd love to hear from you.

KEY RESPONSIBILITIES

Event Planning & Execution

- Plan, organize, coordinate, and execute APBOT's annual calendar of events, including but not limited to: Special membership and business community events, workshops, and seminars; signature fundraising events; Business Excellence Awards; Government policy forums; APBOT Annual General Meeting.
- Collaborate with APBOT staff to develop engaging event themes and programming.
- Research industry trends and recommend innovative event concepts.
- Develop detailed event plans, timelines, budgets, and critical paths.
- Source and negotiate contracts with venues and event vendors and coordinate with speakers, moderators, panelists, and special guests.
- Coordinate pre-event and day-of-event logistics including audiovisual requirements, attendee registration, catering, and accessibility accommodations. This also includes managing online registration systems, attendee communications, ticket sales, seating plans, and event databases.
- Lead on-site event setup, execution, troubleshooting, and post-event teardown.
- Ensure events are delivered on time, within budget,



and at a high professional standard.
- Maintain event procedures and operational documentation to support continuous quality improvement.
- Work with the marketing team to develop promotional content, event webpages, email campaigns, social media content, and print materials.
- Support sponsorship recognition and event communications.

Sponsorship & Partnership Development

- Develop and implement sponsorship strategies for APBOT events.
- Foster new and existing relationships with sponsors and community partners.
- Prepare sponsorship packages, proposals, and presentations.
- Ensure sponsors receive exceptional recognition and fulfillment before, during, and after events.
- Identify current revenue opportunities through strategic partnerships and event enhancements.

Member & Stakeholder Engagement

- Build strong relationships with APBOT members, volunteers, Board committees, elected officials, community organizations, and business leaders.
- Serve as the primary contact for event-related inquiries.
- Deliver exceptional customer service to members, sponsors, speakers, vendors, and attendees.
- Coordinate volunteer committees and event volunteers where applicable.
- Foster collaborative partnerships that strengthen APBOT's visibility and community impact.

Financial & Administrative Responsibilities

- Prepare and manage event budgets.
- Monitor event revenues, expenditures, and performance metrics.
- Process invoices and maintain accurate financial records.
- Prepare post-event financial summaries and profit/loss reports.

Evaluation & Quality Improvement

- Conduct post-event evaluations and attendee surveys.
- Analyze attendance, financial performance, sponsorship results, participant feedback and recommend improvements for future events.




- Maintain event records and best practices for year-over-year success.

REQUIRED QUALIFICATIONS

- Post-secondary education in Event Management, Hospitality, Marketing, Communications, Business, Public Relations, or a related field.
- Minimum 3 years of event planning experience, preferably within a chamber of commerce, association, nonprofit, or corporate environment.
- Demonstrated experience managing multiple projects simultaneously.
- Experience coordinating medium to large-scale events.
- Proven success building relationships with sponsors and community partners.
- Robust organizational, project management, and time management skills.
- Excellent written and verbal communication skills.
- Outstanding customer service and interpersonal skills.
- Ability to work independently while collaborating within a small team.
- Creative problem-solving abilities and strong attention to detail.
- Valid Ontario driver's license and access to a vehicle.
- Reliable access to a personal vehicle for business travel.
- Ability to occasionally lift and transport event materials (up to approximately 30 lbs).
- Availability to work occasionally early mornings, evenings, and weekends to support events.
- Experience with Microsoft Office, Google Workspace, event registration platforms, email marketing platforms, social media management platforms, website content management systems but not required.
- Knowledge of the Ajax-Pickering business community is an asset.

Compensation

- Comprehensive benefits package.
- Mileage reimbursement for approved business travel.
- Professional development opportunities.

How to Apply Please submit your cover letter and resume to: [email protected]

Please include Events Coordinator in the subject line.

Applications will be accepted until August 21, 2026.

We thank everyone who applies; however, only those selected for an interview will be contacted.

The Ajax-Pickering Board of Trade is committed to providing an inclusive and accessible recruitment process. Accommodation is available upon request.

Pay: From $50,000.00 per year

Education

- Bachelor's Degree (required)

Work Location: In person

📌 Events Coordinator (One Year Contract) (Ajax)
🏢 Ajax-Pickering Board of Trade
📍 Ajax