The Project Manager (PJM) is responsible for effectively managing projects and leading, guiding, and consulting clients. The PJM supports the Program Manager in operational planning of programs, manages multiple aspects on programs, and acts as the secondary client contact. Additionally, the PJM may be responsible for coordination of site inspection planning and ancillary meeting management. This position is hybrid with 2 days in local office.

Client

Functions as secondary client contact and works diligently to develop a solid relationship with internal and client teams

Consults with client to determine goals, needs, objectives, expectations, and budget of the program under the leadership of the Program Manager; ability to lead, guide, and consult the client

Is a resource to the client for program development; functions as an essential part of the team by managing projects involved in the planning process

Builds valuable knowledge about the industry to provide the client with creative and compelling concepts

Assess the style of the client and their preferred communication mode and adapts accordingly

Schedules, facilitates, and creates required documentation for client planning calls and debrief meetings to evaluate program results

Program Operations

Support program logistics which may include site selection, room sets, audio visual, food & beverage, entertainment, décor, signage, exhibits/tradeshows, etc.

Manages gift and communication campaigns/mailers against pre-set budget from program design through fulfillment

Is responsible for production and quality check of all written attendee communication pieces for website, confirmation letters, mailings, etc. using both internal and external resources

Assists in the development of program specification documents to ensure operational details are provided to the on-site team

Files, updates, and maintains all information in SharePoint program folders during pre-program planning and post program debrief

Prepares staff uniforms,



program documents, and travel staff information for on-site

Facilitates printing and shipping for programs from office warehouse

Is accountable for successful project outcomes, which can include travel to execute project

Budget And Financial Management

Process contracts, invoices, expenses, and check requests

Provide client/Program Manager with accurate budget estimates per-event and ensure post-event billing reflects these estimates

Provides final billing reconciliation and supporting documents for applicable projectsAssists with cost-savings, billing, invoicing, and profitability

Assist with tracking and reconciling all expenses, ensuring expenses are within budget

Leadership

Seek feedback, absorb, and act in the spirit of continuous personal development

Be a sought-after partner by building trust with clients, internal team, and external partners

Establishes, communicates, and monitors all timelines and budget parameters

Works with all internal departments (as applicable per program) for the successful execution of the projects, such as: Travel Services, Creative Services, Technology Services, Registration Services, Merchandise, and Finance

Gathers, shares, and applies learnings for continuous process improvement

Can adapt and work successfully with any client, partner, and program

Performs Other Duties As Assigned.
Working Conditions

Ability and willingness to work extended workdays and possible weekends

Accessible during acceptable working hours identified per project/program

Travel may be required to oversee projects through execution





Frequent use of a computer and other office equipment

Ability to lift 20 lbs.

Frequent sitting, standing, and walking

Ability to adhere to hybrid office policy

Bachelor’s Degree, preferably in Business, Hospitality, Event Planning, or a combination of education and work experience required, preferably in event planning

Proficiency in Microsoft Word, Excel, and PowerPoint

Knowledgeable in Microsoft Teams, SharePoint, One Drive, Zoom and other collaboration tools

Must be able to behave in a manner that reflects our organization’s Vision and Core Beliefs

Must possess excellent interpersonal skills to be able to provide superior customer service and client consultation from the spirit to serve others; be able to work cross-functionally and develop strong and positive internal and external relationships, and be a strong team player

Must possess excellent organizational and project management skills, ability to prioritize, detail orientation, and the ability to manage multiple customers and projects simultaneously with strict timelines/deadlines

Must possess strong verbal and written communication skills

Must possess proven leadership skills to lead a team and mentor other roles

Must be able to actively listen, have the capability to instill confidence in clients and colleagues and present information with confidence

Must possess self-awareness to understand their own strengths and weakness and how their behavior impacts others

Must be professional in behavior with clients, suppliers, and colleagues

Must be a creative thinker with the ability to gather and analyze information and skillfully conceptualize solutions that go beyond the obvious paths

Must model a positive, solution-based approach and be flexible and open to change to adopt to different client styles

Must be able to work autonomously, while thriving in a team environment

Must be able to maintain confidentiality

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📌 Event Coordinator / Project Manager - Meeting and Events - Toronto, ON - Hybrid (Ontario)
🏢 Direct Travel
📍 Ontario