Event Coordinator supporting business events planning at Tourisme Montréal. Collaborating with teams to manage multiple events efficiently while ensuring customer satisfaction and logistical success.
About the role
- Event Producer planning and executing corporate and promotional events in São Paulo. Managing logistics and performance analysis to meet institutional goals.
Responsibilities
- Planning and Structuring
- Schedule Management: Create detailed workflows covering all phases, including pre-production, setup, operation, teardown and post-event.
- Timings and Movements: Define the logical sequence of activities, supplier, staff and guest flows, and establish contingency plans for critical time slots.
- Event Types: Plan and produce conventions, trade shows, workshops, product launches and brand activations.
- Operational Execution and Logistics
- Field Coordination: Act as the focal point and on-site manager on the event day, ensuring execution follows the plan and quickly resolving unforeseen issues.
- Integrated Logistics: Manage all practical aspects such as budgets, contracting suppliers, staff, giveaways, transportation and materials.
- Project Tracking: Monitor every stage from briefing and negotiations through final approvals and teardown.
- Alignment and Performance
- Cross-functional Liaison: Serve as the link between marketing and departments such as HR, sales and operations, ensuring institutional objectives are met.
- Brand Strategy: Ensure each activation and event is strictly aligned with the company’s identity and commercial objectives.
- Results Analysis: Prepare post-event reports with performance metrics, lessons learned and recommendations for operational improvements.
Requirements
- Previous experience in the production and operational execution of events (corporate, promotional or trade shows)
- Hands-on experience at in-person events, managing schedules, teams and suppliers
- Strong organizational skills and the ability to manage multiple projects simultaneously
- Negotiation skills with suppliers and partners
- Availability to attend in-person events, including weekends when required
- Proficiency with spreadsheets, presentations and basic project management tools
- Excellent interpersonal and written communication skills
- Bachelor’s degree in Events, Marketing, Communication, Public Relations or related fields.
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