Events & Experience Specialist

About the role

The Events & Experience Specialist supports Sun Life’s hospitality service program, with a range of in-person meetings and hybrid events and employee experience services. The specialist provides expert knowledge to meet our corporate objectives, quality standards and business goals for our employee experience program.

Responsibilities

• Supports Sun Life’s hospitality service program, with a range of in-person meetings and hybrid events and employee experience services.
• Ensures the superb delivery of food and beverage programs, employee experience services and event logistics, including the support of the operational and administrative coordination of the site activities.
• Works directly with business partners to reserve space, confirms event orders, liaises with vendors and is onsite to ensure the smooth delivery of key activities at this site, ready to support last minute and special requests.
• Takes a hands-on role coordinating key onsite meetings and events for a range of business partners, and collaborating with stakeholders, team members and vendors.
• Responsible for event/meeting coordination for range of on-site meetings, town halls and receptions including advising on space booking, detailing event orders, communicating with vendors, food and beverage management, set-ups, wayfinding, staffing, safety planning and post-event reporting.
• Collaborates with Corporate Real Estate, coordinating hospitality experiences, support amenity & usage monitoring sharing insights and making recommendations for improvements.
• Scheduled guest services duties at Welcome Desk. Assisting employees with impromptu support, questions & coaching. Assisting employees with occasional requests, room bookings, and coordinating last minute onsite arrangements.
• Receiving and assisting with the distribution of event deliveries and other services through the office environment.
• Collaborating with the Corporate Real Estate team to ensure high levels of cleanliness, safety, and hygiene are maintained as well as identifying hazards and addressing problems if they arise.
• Helping to ensure the security and organization of the office environment.
• Ongoing collaboration with the audio-visual services and technology teams, helping partners troubleshoot self-serve systems and escalating support requests as required.
• Administering food and beverage programs, working closely with onsite vendors and stakeholders, processing invoices, reconciliations and making recommendations for service improvements.
• Administrative coordination of meeting and expenses including coordinating credit card reconciliations, purchase orders, approvals, chargebacks and ensuring any financial processing is completed.
• Maintaining organization and operational resource systems and participating in verification processes.
• Working closely with team members to ensure site equipment plans, logs and maintenance are properly coordinated.
• Ensuring that the venue is run in a safe, orderly and professional manner in accordance with the conditions of all employment, health and safety, fire, and building regulations, as well as company procedures that include, but are not limited to security, fire code/fire lane policy and health & safety requirements.
• Health and Safety representative, Fire Warden and able to provide onsite First Aid.
• Commitment to continuous improvement with the aim of making processes as efficient as possible, while delivering quality results.
• Willingness to travel (25%).

Qualifications

• A passion for corporate events and hospitality services.
• An accomplished event professional, with an inspiring track record of using a wide range of venues and virtual event platforms, working in close collaboration with production, technical and multimedia teams.
• 2+ years of customer service experience in hospitality environments, contributing to events and meeting operations.
• An outstanding attention to detail and enjoyment of creating and maintaining administrative and operational systems with an exceptional degree of accuracy.
• A regular show of initiative and drive, as a self-starter you’re confident in your ability to get the job done.
• A strong track record in fast-paced, deadline-driven and high-volume environments.
• Able to build strong business relationships with stakeholders, vendors, staff, and team members; you’ve got the ability to negotiate and resolve issues smoothly and effectively.
• Strong technology abilities including strong Excel, Word, Outlook and other programs in the MS Office Suite, and the ability to adapt to learn a wide range of databases/CRM systems and web/virtual event platforms.
• Experience tracking expenses and reconciling receipts.
• Able to lift up to 50 lbs. as required, and comfortable with equipment set up/and tear down duties.
• A key hospitality industry certification such as Food Handling Certification and familiarity with hotel/food/beverage industry best practices; First Aid: CPR; or willingness to complete certifications.
• A willingness to work flexible hours, with shifting schedule to accommodate early morning or early evening events.
• Experience working in a corporate environment.

Skills

• Knowledge of AV industry-related equipment and terminology.
• Knowledge of customer service standards.

Benefits

Comprehensive benefits package including generous vacation and sick time, market-leading paid family, parental and adoption leave, medical coverage, company-paid life and AD&D insurance, disability programs and a partially paid sabbatical program. Additionally, there is a 401(k) employer match, stock purchase options and an employer-funded retirement account. Flexible, inclusive and collaborative work environment that supports career growth.

Pay

$54,400 - $81,600

Schedule

Flexible schedule to accommodate early morning or early evening events.