Event Coordinator

Event Coordinator

The Event Coordinator plays a key role in supporting the Creative Director in the planning, design, and execution of experiential events. This position is client-facing, requiring one to respond quickly. You are able to suggest ideas and solutions to achieve client goals while working with both internal and external service providers. It also involves leading initial consultations, developing thoughtful design concepts, and translating creative vision into high-impact visual proposals.

You must have a passion for design and always think creatively on your feet. Event coordinators are responsible for crafting cohesive design narratives for a range of events, from intimate installations to large-scale productions, including holiday and seasonal décor. When you’re at the site as an event lead, you will embrace your leadership and direct the event crew to help you bring the visions to reality. The ideal candidate is a strategic and imaginative designer with a strong aesthetic sensibility, exceptional attention to detail, and the ability to balance creativity with operational execution.

In a process of envisioning your concepts and design, you must show a comprehensive understanding of budgeting and costs associated with projects. You are driven by challenges and can work independently as well as in a team environment. You can easily pivot between tasks to complete the day-to-day work while staying focused on the bigger picture and have a comprehensive understanding of how to prioritize your tasks to meet deadlines to accomplish both short and long-term goals.

Prior experience in the event, film or production industries is an asset in tackling a steep learning curve, as this role supports both the high-level business needs and also advises the team on micro-decisions directly related to the event design services SPECTRA prides itself on.

Salary & Compensation: $28 - $30 Hourly

This role is a permanent, full-time position, with growth opportunities. Hours of work are typically during the Monday-Friday, 9:00am to 4:30pm work week, with occasional shifts outside this time frame based on events and clients’ schedules. Occasional travel within the province may be required.

Responsibilities

• Apply a structured design process to the development of event concepts and client proposals
• Serve as a primary point of contact for client inquiries via phone and email
• Conduct initial client consultations to define scope, objectives, and creative direction
• Accurately collect, document, and manage client information within the SPECTRA database
• Develop polished, visually compelling proposals with strong graphic design, layout, and presentation standards
• Design curated event vignettes, spatial plans, and décor elements that align with brand and client objectives
• Strategically incorporate featured products in alignment with SPECTRA promotions
• Maintain proactive communication with clients regarding proposals, revisions, and logistical details
• Prepare detailed and accurate quotes using the SPECTRA database
• Attend on-site event installations and strikes, including evenings and weekends
• Supervise Event Crew members, providing clear direction and supporting leadership on site
• Act as a professional on-site liaison between clients and internal teams
• Support additional projects and responsibilities as required
• Responding to rental inquiries in a timely, effective and proactive manner
• Offers exemplary customer service, including maintaining customer relationships and ensuring customer retention by upselling products and services
• Provide office administrative and project support to the events and rental departments as required
• Performs office administrative tasks relating to rental contracts
• Act as an event lead, navigating the site and layouts as well as directing event crew to successfully follow instructions of arrangement and splitting tasks
• Present as an excellent example for event crew to follow

Required Qualifications

• Ability to lift up to 50 lbs unassisted
• Proven design experience and/or a degree in a related design discipline
• Proficiency in Google Workspace
• Detail oriented, excellent organizational and time-management skills
• Outstanding customer service
• Strong oral and written communication skills
• Able to prioritize and manage a busy workload with accuracy
• Have strong administrative skills: create estimates and invoices, proficient with email and phone correspondence
• Self-starter and works well in a team environment
• Flexibility, the ability to problem solve, and a sense of humor ‘

ASSETS

• Previous event and/or stage crew experience
• Graphic design experience
• Previous proposal writing experience
• Supportive team leader who thrives in collaborative settings, demonstrates strong problem-solving abilities

While this role has set job duties and requirements, at SPECTRA we recognize that talent comes in a variety of ways and that skills are transferable. Dazzle us with your work experience and roster of abilities. Please apply if you feel you meet most of the requirements listed.

Pay: $28.00-$30.00 per hour

Work Location: In person