Events Coordinator (PM)

Event Coordinator
Our client in the public sector is seeking a seasoned Event Coordinator to support the planning and execution of several high-impact events to support their Technology Services Division’s Digital Policy team. The role will commence beginning in November 2025. This role will contribute to, but not limited to: Technology Showcases, Public Wi-Fi Campaigns, and an AI Innovation Challenge Award event. The successful candidate will be responsible for managing event logistics, coordinating communications, coordinating with Audio Visual team, promotions, and ensuring all events are delivered on time and within scope.

Duties
1.           Plan, coordinate, and execute events from concept to completion. 
2.           Manage event logistics including venue booking, guest speakers, catering, AV and other equipment, and materials. 
3.           Develop and implement communication strategies to promote events to all suitable audiences. 
4.           Liaise with internal stakeholders, vendors, and service providers. 
5.           Create and manage event timelines, budgets, and checklists. 
6.           Coordinate event registration, attendee communications, catering and post-event follow-ups. 
7.           Support the development of promotional materials, signage, and digital content. 
8.           Ensure all events align with corporate and divisional strategic goals and branding guidelines. 
9.           Maintain accurate records and documentation for all event-related activities, contracts, and budgets.
10.        Prepare post-event reports and evaluations to inform future planning.  
 
Qualifications
•            Proven experience in event planning and coordination, preferably in a corporate or public sector environment. 
•            Strong organizational and project management skills with the ability to manage and logistically plan the sequencing of multiple events simultaneously. 
•            Familiarity with technology-related events or digital transformation initiatives is a plus. 
•            Demonstrated ability to maintain accurate records and documentation for all event-related activities, including contracts and budgets.
 
Deliverables

• Coordinate logistics, including venue, schedule, and technical requirements
• Manage internal and external communications related to the event.
• Promote the event across relevant channels to maximize participation.
• Ensure successful delivery of the event within scope and timeline.

2.       Public Wi-Fi Campaign

• Plan and implement promotional activities for the public Wi-Fi launch.
• Develop and coordinate communication materials for public and internal audiences.
• Collaborate with key stakeholders to ensure consistent messaging.
• Support any associated event logistics (e.g., launch announcements or community events).
• Monitor campaign performance and adjust tactics as needed.

3.       AI Innovation Challenge

• Coordinate the planning and logistics of the awards event
• Support the call for submissions and liaise with participants and evaluators.
• Develop promotional and communication strategies to raise awareness.
• Manage timelines to ensure smooth delivery of the event.
• Assist with content creation (e.g., event scripts, award descriptions, promotional copy).

4.       General Responsibilities (applies across all initiatives):

• Manage and track project timelines, deliverables, and dependencies
• Ensure events and campaigns are delivered on time and within scope.
• Collaborate with cross-divisional teams and external vendors as needed.
• Prepare event materials and post-event reports or evaluations.