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About the Role
Serve as an event specialist for top clients on the North American XM Marketing Team, building client relationships based on trust, innovation, and consistent results.
Responsibilities
- Lead various planning workstreams and execution of events.
- Support project kickoff, delivery, and logistics planning meetings.
- Manage multiple, interconnected event projects of moderate to high complexity and scope simultaneously.
- Prepare internal and external written briefings for clients and for team implementation.
- Act as client liaison for the duration of projects.
- Manage timeline and milestone planning.
- Provide onsite event and conference management.
- Liaise and coordinate with creative teams.
- Liaise and coordinate with production and build teams.
- Liaise and coordinate with third-party vendors.
- Hire, train, and manage a team of Brand Ambassadors for events.
- Review assets in storage and meet with vendors at their offsite warehouses.
- Manage inventory of potential devices and hardware needs.
- Drop off and pick up assets at client offices and warehouses.
- Manage costing and project budgeting.
- Source and procure event assets as per budget.
- Perform budget reconciliations.
- Identify and maintain operational best practices.
- Meet the expectations of the Return to Office hybrid policy (up to 3 days per week in downtown Toronto).
- Work independently and adjust schedules as required to attend events and be onsite.
- Travel and be available to work evenings and weekends when necessary.
Requirements
- Outgoing, friendly, sense of team spirit, confident and dedicated to event management.
- Excellent organizational and planning skills.
- Creativity is a definite asset, with an eye for design to help design and bring the event experience vision to life.
- Agency experience is an asset.
- Strong business acumen - budgeting is something you have an affinity for.
- Highly adaptable; Ability to handle high stress situations and utilize problem-solving techniques to find the best solutions.
- Client service oriented with an ability to build strong and productive working relationships.
- Strong attention to detail, meticulous follow-up, proactive.
- Use of a vehicle to attend client meetings and site visits.
- Ability to work flexible hours including overnight travel and evenings and weekends.
- Proficiency in Google Workspace + Microsoft Office and ability to work in a digital work environment.
Skills
- Event Planning
- Logistics Management
- Project Management
- Client Relationship Management
- Budgeting
- Operations Management
- Team Leadership
- Problem Solving
- Communication
- Adaptability
- Attention to Detail
- Google Workspace
- Microsoft Office
Location
- Downtown Toronto
Work Type
- Hybrid
- Full-time
Experience Level
- 2-3 years’ experience in event management (event planning, conference management, operational Event management, project management, hospitality management, exhibitions, trade shows, promotions, and special events)
About the Company
- Mosaic is where every piece stands out, as each person brings their own unique set of skills to every brief, build, interaction, reaction, design and idea.
- As part of the Acosta Group, Mosaic is one of the original marketing agencies who specialize in interactions, experience isn’t just what we have, it's what we create.
- With 3,000+ team members and hubs in Toronto and Dallas, we’ve spent over 35 years bringing brands to life through experiential marketing, integrated commerce campaigns, and field sales strategies that drive real behavior change.
- We approach every project with people in mind, regardless of the channel or discipline.
- We celebrate bold thinking and embrace curiosity as we shape what’s next.
Equal Opportunity
- Acosta Group is an equal opportunity employer and will ensure that applicants with disabilities are provided with reasonable accommodations.
- If reasonable accommodation is needed, please contact AskHR@acosta.com. Be sure to include "Applicant Accommodation" in the subject of your email to expedite the request.