Corporate Events Planner

Description:

The Corporate Events Planner plays a key role in the planning, coordination, and execution of a diverse range of internal and external corporate events, meetings, and programs, including Committee and Convocation meetings. Reporting to the Manager, Design, Construction and Events, this role ensures seamless event delivery by providing logistical support and consultation to internal departments, external vendors, and clients.

The incumbent will manage all aspects of event coordination — from space booking and setup logistics to vendor management, budgeting, and post-event evaluation — ensuring a high standard of quality, professionalism, and customer satisfaction across all events hosted by the Law Society of Ontario (LSO).

Key Responsibilities:

Client / Customer Service Planning

• Act as the main liaison for all event-related communications between internal departments, vendors, and clients.

• Consult with clients to understand event requirements and develop detailed event plans, layouts, and schedules.

• Coordinate logistics such as catering, AV/tech support, furniture setup, security, and cleaning services.

• Utilize room booking software to manage event scheduling and maintain booking records.

• Prepare and execute contracts with external vendors, ensuring compliance with LSO policies and health and safety standards.

• Work closely with internal teams such as Security, IT, Finance, CPD, CEO, and Treasurer’s Office for event preparation.

Event Delivery and Execution

• Oversee all logistical aspects of meetings and events to ensure high-quality execution.

• Conduct pre-event site inspections to verify setups and equipment arrangements.

• Ensure cleanliness, aesthetic presentation, and functionality of event spaces.

• Supervise on-site service vendors, catering staff, and cleaning teams during event execution.

• Manage last-minute changes, special accommodations, and event troubleshooting with efficiency and professionalism.

• Maintain accurate event records and generate event calendars and weekly updates for the Manager.

Financial Responsibility

• Obtain vendor quotations, initiate purchase orders, and process invoices related to event services.

• Track event expenditures, ensuring adherence to budget and vendor contract terms.

• Review event-related financial accounts, identify discrepancies, and collaborate with the Manager for resolution.

• Support the preparation of departmental operating budgets and expenditure analysis.

Team Collaboration

• Collaborate with departmental teams to improve service delivery processes.

• Provide recommendations to enhance cost-effectiveness, efficiency, and user experience in event operations.

• Support colleagues in managing changing priorities and tight deadlines in a fast-paced environment.

• Exhibit strong interpersonal and teamwork skills while maintaining sensitivity to stakeholder expectations.

Relationship and Alliance Building

• Develop and maintain strong working relationships with internal teams, suppliers, and contractors.

• Direct and coordinate supplier and contractor staff according to organizational policies and HR best practices.

• Foster a culture of collaboration, respect, and continuous improvement within the Facilities & Planning department.

Qualifications:

• Post-secondary degree or diploma in Hospitality, Event Management, or related field.

• Minimum of 5 years’ experience in event planning or facility coordination within a hospitality or corporate environment.

• Strong understanding of event planning standards, procurement procedures, and vendor management.

• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint) and room booking software.

• Knowledge of food service safety, conflict resolution, and health & safety practices.

• Exceptional communication, time management, and organizational skills.

• Ability to manage multiple priorities under pressure while maintaining discretion and professionalism.

Working Arrangement:

This position is primarily on-site at the Law Society of Ontario’s Toronto office, with flexibility to work remotely on an occasional basis. Work arrangements are guided by the organization’s Distributed Workforce Model, emphasizing flexibility, productivity, and engagement.

Diversity and Accessibility Commitment:

The Law Society of Ontario is an equal opportunity employer committed to fostering an inclusive and barrier-free workplace that reflects Ontario’s diversity. Accommodations are available throughout the recruitment process in compliance with the Accessibility for Ontarians with Disabilities Act (AODA).

If you require any accommodation, please inform the recruitment team when contacted.