Events & Sponsorship Coordinator

Apex Systems is a global IT services provider, and our staffing practice has an opening for an Events & Sponsorship Coordinator supporting a multinational technology corporation.

Client: Multinational technology corporation

Terms: 10‑month contract, with intent to extend to an 18‑month total duration

Location: Hybrid (3 days onsite per week - Toronto)

Overview

We are seeking a highly organized Events & Sponsorship Coordinator to support the execution of a client hospitality sponsorship agreement. This role combines program management, event coordination, stakeholder communication, ticket distribution, budget tracking, and performance reporting. The successful candidate will work with internal teams, agencies, vendors, and ticketing partners to ensure sponsorship assets and hospitality events are planned, delivered, tracked, and reported on accurately.

Responsibilities

- · Translate marketing and business objectives into clear sponsorship, hospitality, and event execution plans.
- · Build and manage detailed project plans, timelines, scopes, logistics, stakeholder communications, and execution schedules.
- · Coordinate hospitality ticket distribution at scale, including inventory, allocation lists, recipient tracking, delivery timelines, substitutions, and last‑minute changes.
- · Manage pre‑event, on‑site or virtual, and post‑event activities in collaboration with internal teams and external partners.
- · Partner with agencies, vendors, and ticketing partners to execute event plans, assets, tactics, and deliverables.
- · Prepare, manage, and track event budgets.
- · Maintain accurate sponsorship, event, ticketing, and attendee data in CRM and related reporting systems.
- · Track performance against defined goals, KPIs, and success metrics.
- · Prepare post‑event reports and stakeholder readouts.
- · Maintain regular communication with internal teams, clients, guests, and vendors to ensure alignment and timely decision‑making.
- · Ensure all sponsorship activations, events, and ticket distribution activities comply with company standards, privacy requirements, approval processes, and applicable regulations.

Qualifications

- · 3+ years of experience creating and managing event or program budgets.




- · 3+ years of experience managing multiple projects and priorities in a fast‑paced environment.
- · 3+ years of experience interpreting data, building reports, and presenting insights or performance readouts.
- · 3+ years of experience in public relations, communications, marketing, events, sponsorships, or a related field.
- · Experience coordinating client hospitality programs, sponsorship activations, events, or ticket distribution programs.
- · Experience using ticketing platforms, CRM systems, spreadsheets, or other tracking tools to manage inventory, attendee data, and reporting.
- · Experience working with external agencies, vendors, ticketing partners, and cross‑functional internal teams.
- · Strong project management skills, including the ability to develop plans, scopes, schedules, and execution timelines.
- · Excellent interpersonal, communication, and relationship‑building skills.
- · Strong organizational skills and attention to detail.
- · Ability to resolve time‑sensitive issues, including duplicate requests, substitutions, access issues, and last‑minute changes.
- · Understanding of compliance, approval, privacy, and record‑keeping requirements related to client hospitality and ticket distribution.
- · Ability to work effectively in a hybrid environment and adapt to shifting priorities.

Top Must-Haves

- 1. Program / Project Management (3+ years)
- 2. Event, Sponsorship, or Hospitality Program Management (3+ years)
- 3. Reporting, Data Analysis & Budget Management (3+ years)

Typical Day in the Role

The Events & Sponsorship Coordinator manages daily logistics for hospitality and sponsorship programs - coordinating event plans, handling stakeholder communication, tracking ticket inventory, and supporting vendors and agencies. The role also includes quick problem‑solving for last‑minute changes, maintaining accurate CRM records,



and preparing brief post‑event updates.

Ideal Background

Ideal Background Candidates with experience in events, sponsorships, marketing, communications, or program coordination who are comfortable managing logistics, budgets, reporting, and multi‑stakeholder communication. Background in hospitality programs, ticket distribution, or large‑scale event support is especially valuable.

EEO Employer

Apex Systems is an equal chance employer.

We do not discriminate or allow discrimination on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law.

Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law.

If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at or .

Everforth Apex is a world-class IT services company that serves thousands of clients across the globe. When you join Everforth Apex, you become part of a team that values innovation, collaboration, and continuous learning. We offer quality career resources, training, certifications, development opportunities, and a comprehensive benefits package. Our commitment to excellence is reflected in many awards, including ClearlyRateds Best of Staffing® in Talent Satisfaction in the United States and Great Place to Work® in the United Kingdom and Mexico.

Everforth Apex Benefits Overview

In terms of professional development, Everforth Apex hosts an on-demand training program, provides access to certification prep and a library of technical and leadership courses/books/seminars once you have 6+ months of tenure, and certification discounts and other perks to associations that include CompTIA and IIBA.

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