Coordinator, Corporate Meetings and Events

Category: Administration
City: Montreal, Quebec, Canada
Position ID: J0220-0451
Employment Type: Full Time

Position Description

CGI has a unique opportunity for a Coordinator, Corporate Meetings and Events, interested in combining his/her strong organizational and people skills with the ability to coordinate a wide range of activities in support of high-visibility corporate meetings throughout the year. The Coordinator joins a small collaborative team established as part of the company’s global strategic planning team which supports CGI’s leadership meetings. Reporting to the Manager, Corporate Meetings and Events, the Consultant is responsible for day-to-day coordination and support across a wide range of event planning and logistics.

Your future duties and responsibilities

The successful Consultant will have the opportunity to showcase his/her organizational skill and relationship building ability by working closely with members of the global strategic planning team, the executive assistants to the firm’s executives, colleagues across the globe, and contacts at external venues and vendors.

Your responsibilities will range across all areas of event/meeting logistics planning support, including:
• Supporting the events team with venue research and proposals
• Coordinating the set-up and tracking of meeting registration using the Cvent event management tool
• Maintaining an accurate master list of attendees, including status tracking and details such as food allergies
• Supporting the logistics of executing an event, on-site meeting registration set-up and badging, breakout group and table seating assignments, signage, décor, transportation coordination, printing, and acting as the point of contact for ad hoc team meeting requests and chargebacks.
• Sets up and maintains the mobile apps for all assigned meetings/events, including uploading agendas, attendee lists and profiles, surveys, and any files to share.
• Supporting the event team with venue coordination on areas such as A/V requirements and menu planning.
• Helping prepare and distribute meeting agendas or other content, as needed.
• Handling first-level questions from meeting participants and directing them accordingly
• Maintaining the master corporate meeting calendar, including statutory holidays across our global operations.
• Setting up vendors within the procurement system and tracking all payments to ensure proper close-outs
• Updating budget files for the event managers or owners to ensure accurate visibility into costs
• Working with the team and assistants to schedule reviews and dry runs associated with meetings
• Maintaining the event tool database and the team’s electronic file systems associated with corporate meetings.
• Providing a wide range of on-site logistics support for local meetings.

Required qualifications to be successful in this role

Essential Qualifications:
• 1-2 years of dedicated experience in the planning or coordination of meetings and/or events
• Knowledge of event logistics elements, including food & beverage, event management tools, and AV
• Intermediate to advanced Microsoft Office skills, particularly PowerPoint and Excel
• Knowledge of Cvent event software (strongly preferred)
• Excellent organizational skill with precise, conscientious attention to detail
• Strong collaboration skills and ability to build positive relationships with a range of internal and external stakeholders
• Ability to work on a variety of projects with different project managers at the same time
• Fluency in French and English, both written and spoken. Note that most business is conducted in English given the global nature of the role.
Essential Qualifications:
• 1-2 years of dedicated experience in the planning or coordination of meetings and/or events
• Knowledge of event logistics elements, including food & beverage, event management tools, and AV
• Intermediate to advanced Microsoft Office skills, particularly PowerPoint and Excel
• Knowledge of Cvent event software (strongly preferred)
• Excellent organizational skill with precise, conscientious attention to detail
• Strong collaboration skills and ability to build positive relationships with a range of internal and external stakeholders
• Ability to work on a variety of projects with different project managers at the same time
• Fluency in French and English, both written and spoken. Note that most business is conducted in English given the global nature of the role.
• Ability to work flexible hours in line with business needs and critical deadlines

Professional Attributes:
• Quick learner and flexible to adjust priorities and deliverables within tight deadlines
• Solution driven, positive attitude
• Discretion in handling and/or having access to details of executive-level meetings
• Internal client-focused; delivers results and demonstrates personal accountability
• Intellectual curiosity – asks questions and strives to find new and innovative ways to complete tasks

Education and Certification:
Bachelor’s degree in a related field – such as marketing or communications – preferred

What you can expect from us

Build your career with us.

It is an extraordinary time to be in business. As digital transformation continues to accelerate, CGI is at the center of this change—supporting our clients’ digital journeys and offering our professionals exciting career opportunities.

At CGI, our success comes from the talent and commitment of our professionals. As one team, we share the challenges and rewards that come from growing our company, which reinforces our culture of ownership. All of our professionals benefit from the value we collectively create.

Be part of building one of the largest independent technology and business services firms in the world.

Learn more about CGI at www.cgi.com.

No unsolicited agency referrals please.

CGI is an equal opportunity employer.