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Job Description

Event Assistant (Internship)

Rate TBD
Location Toronto, ON Canada
Type of project Administration, Business consulting & Finance, General support, Sales & Marketing Brand Ambassador/Promotional Event Rep, CRM, Customer service, Logistics, Party / Event planning, Strategy and Planning
Duration contract full time ongoing
Education required Some college/University
Years of experience Less than 2 years
Area of Specialization Business
Languages required N/A
Workhoppers Toronto ON
Job Description

Job Description: Events Assistant (Internship)

Position Overview:

The Events Assistant (Intern) supports the Events Producer for all logistical aspects including but not limited to planning, design, production, promotion, execution, analysis, software & platform selection and vendor management for virtual events.

The Events Assistant is expected to work with various virtual platforms and registration management software, including but not limited to Zoom meetings & webinars, Swoogo EventMobi, PheedLoop and support the Event Producer in marketing and website creation. The Events Assistant will liaise with speakers, exhibitors and sponsors on a timely basis to manage entitlements. It is expected that the Events Assistant will support the creation of budgets, projections and reconcile to actual results. This is a ‘hands on’ role.

Duties and Responsibilities

1. Events – virtual

· Execute and coordinate all logistical aspects including but not limited to the following virtual events - The Franchise Canada Trade Show(s); educational events such as Law Day, Growth & Exit, How to Franchise Your Business Seminars, Business Recovery Summit Series, webinars and events within a short time frame.

· Provide administrative support for all our events

· Manage internal and external event communications

· Provide reports for events to track registration versus attendee numbers for events

· Develop surveys and analyze results for events

· Posting and updating event updates on the event websites

· Develop and monitor critical paths / timelines for all events

· Work with the communications staff to develop effective marketing approaches for each event

· Assist with the production of promotional materials and presentations

· Support the work of the Event Producer with the Communications Team on development and execution of marketing plan for all events

· Monitor and analyze revenue/expense for all events and meet or exceed targets for attendance

· Track and analyze the on-going status of events to minimize risk, evaluate the trends of events and make recommendations for improvement

· Support the Event Producer to administer event budget and ensure revenue and expense targets are met

· Maintain detailed and accurate event files such as exhibitor databases, contact and financial information

· Must be willing and quick at learning all virtual event platforms

· Manage speaker dry runs for all events including testing it before the speaker gets on the call to be able to answer any questions that arise.

2. General and administration

· Ensure all program activities operate successfully, efficiently, consistently, and effectively to

ensure budget targets are met

· Implement and monitor continuous quality improvement process for all programs and services

· Work closely with other staff members to ensure maximum synergy and co-operation between departments

· Interaction with our members

· Become an ambassador of the brand

· Ability to work with 3rd party suppliers

· And such other duties and responsibilities as may determine from time to time


· Focus on event procedural improvement, suggest event policies and processes as required

· Flexible and willingness to learn

· Must be able to work on multiple projects in a short time frame, from initial idea to execution

· Strong project management skills including the execution of critical paths and work back schedules for multiple and simultaneous events

· Confident communicator with excellent verbal, written and presentation skills

· Superior customer service skills

· Proficient in use of Microsoft office 365 applications, Salesforce and/or other CRM systems

· Critical thinker capable of assessing and adapting to shifting priorities in a fast-paced environment

· Comfortable learning and using GoToMeeting, GoToWebinar, Zoom and the ability to quickly learn virtual event software platforms

Specific schedule:
  Mon Tue Wed Thu Fri Sat Sun

-September 15, 2020