Project Coordinator – Events role

We’re looking for a Project Coordinator – Events to support our dynamic team of Project Managers in planning and executing exceptional sports travel logistics and travel event operations. You will play a key role in ensuring that all event details are organized and executed smoothly, supporting the team and helping to keep projects on track. Your attention to detail, communication skills, and ability to handle multiple tasks at once will be crucial in this role.
 

Location: Montreal, QC (Hybrid: 2+ days in-office, subject to change)

Bilingual (French and English) considered an asset 

This role requires four (4) weekdays and one (1) weekend day coverage to complete a 5-day working week, subject to change based on project requirements. Example, Employee would be working either Tuesday-Saturday or Sunday-Thursday pattern.

Key Responsibilities

• As a Project Coordinator, you will assist our Events team by providing organizational, logistical, and administrative support for various sport travel programs, events and hospitality programs.

• Working across multiple projects, and clients including sports leagues, NSO’s, or event sponsors and supporters, you will support with event documentation, including itineraries, schedules, and vendor coordination.

• Coordinate with vendors and suppliers to track event details, including accommodation,transport, and other logistics. Experience with Smartsheet an asset.

• Support with tracking project timelines, ensuring deadlines are met and tasks are completed on time.

• Assist with managing and updating event budgets, helping to track expenses and provide support for budget reconciliation.

• Coordinate internal meetings, including setting up calls, preparing agendas and meeting materials, attending team meetings, taking notes and assisting with follow-up on action items.

• Provide support to the on-site team during events, ensuring everything is organized and running smoothly.

• Continuously help identify areas where processes can be improved to increase efficiency and productivity, assisting to ensure that all events comply with internal procedures quality standards.

• Intensive research to assist sourcing, creating both internal and external presentation decks for new business and/or program elements. Experience with Canva an asset.

• Understand, apply and promote the company’s values at all times.

The successful candidate will demonstrate the following capabilities: 

• College diploma or degree in related field preferred.

• At least 2 years of relevant experience in sport travel logistics, incentive travel or hospitality events.

• Proven ability in project and onsite event management.

• Creativity and experience researching and developing concepts.

• Strong organizational and multitasking skills with the ability to manage multiple tasks and deadlines

• Excellent written and verbal communication skills, with an ability to interact with both internal teams and external clients

• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Teams, Outlook)

• Familiarity with project management tools like Smartsheet is a plus

• Self-starter and ability to work effectively within a team concept.

• The desire and ability to travel (domestic and international) – understanding that events onsite require flexibility in work hours

• Adaptable and flexible, with a positive, can-do attitude even when faced with changing demands

• Strong desire to learn and grow in event management and project coordination

• Passionate around sports and travel

• Bilingual (French and English) considered an asset

Work Environment

• Hybrid work model with two or more days per week in the Montreal office

• Opportunities to travel and work with live sporting events and corporate hospitality programs

• Collaboration with teams across Canada and Direct Travel / ATPI’s global offices

• Access to professional development and career growth opportunities