Event Specialist (6 Month Contract)

About the role

This role is for a skilled event planner to manage and execute important internal company events. You will be responsible for the complete lifecycle of various gatherings, from initial planning through to final delivery, ensuring memorable experiences for hundreds of employees.

Key facts

What you'll do

Plan and oversee all major internal company events, including large-scale meetings, team retreats, and office-wide celebrations.

Provide logistical support for Employee Resource Groups, assisting with vendor coordination and budget management for their programs.

Manage all event-related vendors, from securing contracts and negotiating terms to ensuring quality delivery for services like catering, A/V, and venues.

Serve as the primary onsite point person during events, directing vendors, resolving issues as they arise, and ensuring smooth operations for attendees.

Develop proactive plans to address potential risks and manage unexpected changes during live events.

Track event expenses meticulously, process invoices, and provide detailed budget reports after each event.

Coordinate space bookings for meeting rooms and common areas to accommodate team visits and offsites.

Manage logistics for external guests, including any special access requirements.

Oversee travel arrangements for teams attending offsite events.

Collaborate with IT to support hybrid event setups and local activations for employees in Calgary and Vancouver.

Work with the broader team to integrate event needs with daily office services and food programs.

Collect and analyze post-event feedback to identify areas for improvement in future event planning and execution.

Refine and enhance event processes, templates, and systems to support scalability and consistency.

Requirements

At least 5 years of experience in corporate event planning or complex logistical coordination, preferably within a fast-paced technology or growth-oriented company.

Demonstrated ability to manage the full scope of large, intricate events involving multiple vendors, locations, and stakeholders.

Proven success in managing event budgets, evaluating vendor proposals, and completing accurate financial reconciliations.

Strong decision-making skills and the capacity to remain calm and find solutions in high-pressure, live event situations.

Excellent communication and interpersonal abilities, comfortable managing vendor relationships, collaborating with internal departments, and acting as an onsite escalation point.

Highly organized with a keen eye for detail and a commitment to achieving excellent execution.

A proactive approach to improving systems and processes.

Comfortable taking a lead role onsite and managing situations when plans change.

Must be able to work in the Toronto office.

Nice to have

Experience supporting hybrid events.

Skills & tools

Event Planning Software

Budget Management Tools

Vendor Negotiation

Logistics Coordination

Onsite Event Management

Practical notes

This role is based in Toronto and requires in-office presence.

Wealthsimple offers comprehensive health benefits, life insurance, and a long-term savings plan with an employer match.

Employees receive 20 vacation days, 4 wellness days, and unlimited sick and mental health days annually.

The company provides a "90 days away" program, allowing employees to work outside Canada for up to 90 days per year.

Various Employee Resource Groups are available, including Rainbow, Women of WS, and Black at WS.

Wealthsimple is a hybrid team with over 1,500 employees across North America.

The company may utilize AI tools in the hiring process to assist with application review and resume analysis, but all final decisions are made by people. Candidates with questions about data usage are encouraged to reach out.

Accommodations are available throughout the interview process for candidates with accessibility needs. Feedback on improving accessibility is welcome.