Contex Group - Events and Registration Specialist
About Contex Group Inc.
With offices in downtown Toronto and Montréal, Contex Group Inc. is a bilingual event first media company with flagship specialty brands such as Les Affaires, Contech, Avantages, Benefits Canada and Canadian Investment Review.
Contex stand for Content and Experience, specializing in producing quality content across all its platforms, and driven by event activities which is the core growth area of the business.
With more than 75 conferences, 5 trade shows and nearly 100 courses on an annual basis, Contex Group provides in-depth knowledge of a variety of important business topics and issues - while enabling connections within the industries it serves.
Through its various publications and affiliated websites, Contex Group allows Canadian business people to realize their full professional potential through the increased knowledge of their environment.
Job Overview:
Our Toronto office is looking for a reliable and highly motivated individual who is passionate about event planning, is detail oriented and has superb organizational skills to fill in the Event and Registration Specialist position. This employee will work full-time and will be responsible for handling registration and event coordination elements for all events under the Benefits Canada, Canadian Investment Review and Avantages publications.
This position assists and reports to an Events Manager, and works collaboratively with internal departments, event sponsors, event participants, vendors and event suppliers. The Registration and Events Specialist is a key member to the events team, supporting the development and execution of signature events both virtually and in-person.
Registration Responsibilities:
• Building and managing sites on various registration platforms for all events
• Creating weekly event update reports and providing registration updates to events team
• Managing attendee lists and making updates in event database as required
• Tracking and managing event ticket sales and processing refunds as applicable
• Preparing post-event registration and analytics reports
• Updating and maintaining event statistics for sales and marketing teams
Event Coordination Responsibilities:
• Maintaining and managing events calendar for 30 plus events (in-person and virtual)
• Assisting with event set up, onsite registration process, teardown, and other tasks needed to ensure an event runs smoothly
• Processing all event-related customer service inquiries in a timely manner
• Organizing and distributing conference materials and other event items such as name badges, brochures, and marketing materials
• Performing administrative duties and working closely with the AP department to ensure that accounting records are up to date and invoices are paid in a timely fashion
• Maintaining records of all event details such as registration information and attendee feedback
• Liaising with vendors, suppliers, and other stakeholders during the event planning process to ensure everything is in order • Assisting with event printing needs and arranging shipping to venues
• Responsible for all post-event communication to event attendees as well as setting up internal post-mortems
• Organizing and maintaining an inventory of event supplies and gift bag items
• Assisting with coordinating logistical elements of all events including, transportation, air travel, seating plans, rooming lists, and dietary lists
Job requirements:
• Post-secondary diploma in a relevant field (hospitality, event planning, marketing etc.)
• Attention to detail is a must
• Ability to work cohesively in a team setting; punctuality & dependability is fundamental
• Multitasking capability: being able to juggle multiple tasks is essential
• Exceptional planning, organizational and time management skills
• Ability to manage multiple tight deadlines and changing priorities within a fast-paced environment
• Strong written and verbal communication skills
• Customer service oriented
• Demonstrated ability to take initiative and be able to work independently with minimal supervision
• Highly motivated and responsible with a proven track record to deliver results
• Ability to travel to events and provide support on-site, work flexible hours driven by needs of the business, as required
• Proficient in Microsoft Office including: Excel, Word, PowerPoint, Outlook, and Teams
Assets:
• Previous experience in a registration/event planning role
• Previous experience in an administrative role
• Coding skills (CSS and HTML)
• Finance experience