Event / Conference Coordinator

This role supports the planning and execution of approximately 30 large-scale conferences annually within a capital markets environment. The position involves significant administrative coordination, data management, reporting, and cross-functional collaboration to ensure seamless event delivery.

The successful candidate will play a key role in maintaining conference systems, tracking attendance and materials, coordinating logistics, and supporting both pre-event preparation and on-site execution. This is a fast-paced position requiring strong organizational skills, attention to detail, professionalism, and the ability to manage multiple priorities under tight timelines.

Conference Planning & Coordination

• Assist with the planning and execution of multiple conferences annually

• Support strategic planning initiatives and meeting coordination

• Prepare meeting materials, minutes, post-conference surveys, and summaries

• Coordinate with internal teams and external suppliers to manage supplies, promotional materials, shipping, and receiving

• Provide on-site event support and execution

Data & Systems Management

• Maintain and update conference data across various systems and platforms

• Update and manage weekly conference calendars

• Track, update, and report conference attendance and meeting schedules

• Maintain and update presenting company information, including biographies and marketing materials

• Manage conference mailboxes

• Perform data management, mail merges, system updates, and report generation

Stakeholder & Relationship Management

• Liaise with internal planning committees and cross-functional teams

• Coordinate with external vendors, software providers, venues, and production partners

• Communicate professionally with senior stakeholders, including executives and clients

• Accommodate requests in a timely and professional manner

Reporting & Accountability

• Pull and build reports to track progress and attendance

• Drive timelines and ensure deliverables are met

• Take accountability for assigned initiatives and communicate results and updates clearly

• Document and present findings and progress as required

Education & Experience

• University degree or college diploma in Event Management or a related field

• Prior experience in financial services or a corporate professional environment

• 1–2 years of experience in administrative, sales support, executive assistant, or event coordination roles

• Experience working with internet-based systems and data management platforms

Technical Skills

• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)

• Comfortable troubleshooting basic technical issues

• Experience with report building and data management

• Familiarity with event and CRM systems (preferred):

  • CVENT

  • Dealogic

  • Salesforce

  • SharePoint

Core Competencies

• Strong written and verbal communication skills

• Professional presence and ability to engage with senior executives

• Ability to speak to groups and present updates or results

• Excellent attention to detail

• Critical thinking and problem-solving skills

• Highly organized with strong time management

• Ability to work independently while also collaborating effectively within a team

• Comfortable working in a fast-paced environment with shifting priorities

• Proactive, persistent, and tenacious

• Professional demeanor with flexibility and adaptability under pressure

• Willingness to work occasional overtime as required