Virtual, Inc.
  • Ottawa, ON, CAN
  • Hourly
  • Full Time

WANTED: An enthusiastic Events Coordinator who can implement effective solutions to create spectacular experiences, both online and in-person, for our local, national and international clients! Are you ready to join the team?


The Events Coordinator assists with the coordination and preparation of event logistics for assigned clients. This position works closely with the Events team and other Virtual staff to ensure the successful implementation of assigned client event services.

We're committed to DRIVING CLIENT SUCCESS and EXCELLENCE EVERYWHERE to enable our clients to make their mark on the world. Here's how you will help us do that:

  • Plan and implement logistics of in-person meetings, conferences, events, trade shows and training courses, including venue selection, food and beverage planning, A/V planning, room blocks, registration, sponsorship and coordination of marketing materials and communications.
  • Plan and implement logistics of webinars and virtual events, including setting up virtual event platforms, adjusting presentation settings, creating run of show document, coordinating and leading speaker rehearsals, collecting and sharing slides, executing and leading day-of online events, etc.
  • Communicate with speakers on event details, bios, photos, abstracts, presentation materials, etc. for online and in-person events
  • Draft timelines, budgets, complete meeting plans, sponsorship prospectuses, tracking documents, speaker communications, and other event related documents.
  • Create and update project plans for every client event in Wrike.
  • Work with vendors to coordinate catering, audio/visual, signage, promotional items, entertainment, photography, travel, hotel accommodations, etc. to ensure high quality events that remain within the set budget.
  • Communicate with event sponsors on event details to ensure benefits are properly received and executed. Includes requesting and emailing invoices, tracking payments and collateral needs, and creating exhibitor/sponsor guides.
  • Support meetings with clients and organizing committees.
  • Coordinate the set-up of online meeting registration systems/sites; create and send registration reports and provide to client on a regular basis.
  • Assist with the management of event budgets, including updating projections as quotes are received.
  • Assist with development of event related marketing materials and conference web sites.
  • Coordinate the purchase of event supplies and packing of shipments to events.
  • As needed, provide administrative support to the Events team,
  • Manage other projects as needed.
  • Travel onsite to events as needed to support event operations.
  • Review event-related invoices for accuracy and send for payment.
  • Create post-conference reports for clients

We all have a hand in creating a COMPANY WE LOVE by LEADING THROUGH OUR VALUES and fostering a culture that empowers and rewards its employees. You will:

  • Represent Virtual's core values of innovation, service excellence, empowerment, respect, teamwork, generosity, fun and trust.
  • Exemplify our servant leadership philosophy every day by building trust, serving first, and acting as one team.
  • Actively participate in company-sponsored committees, events and initiatives geared toward engagement, development, and fun!

As our next Events Coordinator, you will bring:

  • Associates or Bachelor's degree with a concentration in hospitality management preferred; prior internships in events/hospitality industry preferred;
  • 1 year direct experience in events/hospitality industry preferred;
  • Must be detail-oriented, with effective organizational and project management skills, including the ability to manage multiple projects/tasks and deadlines simultaneously in a fast-paced, deadline-driven environment;
  • Must be able to adapt quickly to changing events landscape and changing client needs;
  • Must be a self-starter, with the ability to work well under pressure, work independently with limited supervision and have solid problem-solving, judgment and decision-making skills;
  • Excellent customer-service and interpersonal skills;
  • Solid writing and editing skills;
  • High level of creativity and "rolled up sleeves" working style;
  • Ability to adapt working schedule based on clients needs;
  • Ability to travel domestically and internationally as needed up to 25%;
  • Must be able to show proof of vaccination and meet applicable travel and/or client requirements;
  • Willingness to support other team members' clients when necessary;
  • Flexibility to work independently and as a team player with other departments;
  • Proficiency with Microsoft Suite programs;
  • Ability to learn new technology platforms and tools quickly, such as Cvent, , Wrike, etc. as needed.

About Virtual Inc:  

Headquartered in Wakefield, MA with offices in Nashville, TN, Reston, VA and Ottawa, ON, Virtual also brings together a remote workforce from all over North America. Founded in 1999, Virtual's innovative and inclusive culture is the driving force behind our success and continued growth.

Our Virtual Team is made up of passionate professionals who understand the needs of associations, standards organizations, consortia, startup advocacy groups, and professional societies. The expertise within the Virtual team enables our clients to achieve their goals and make a mark on the world. Virtual's global clients include organizations led by Google, Facebook, Microsoft and more. We also service organizations that are tackling some of the biggest challenges in the world today, from eating disorders, to space travel to noise pollution.

We are proud to be recognized in the Best Places to Work list, twice! Living our values on a day-to-day basis is real. Not just a poster on the wall. Virtual's core values include trust, respect, inclusion, innovation, service excellence, empowerment, teamwork, generosity, and fun.

Virtual, Inc.
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