Company: XMC Sponsorship & Experiential Marketing Agency
Title: Senior Hospitality Coordinator
Direct Reports: Account Manager
Type: Full Time
Location: Toronto
COMPANY SUMMARY
Founded in 2006, XMC is a proudly independent agency that provides strategic counsel and execution of bespoke Sponsorship and Experiential Marketing™ programs for over 35 world-class companies. XMC collaborates with clients to create powerful integrated marketing campaigns shaped by strategic insight, defined by meaningful execution, and supported by proprietary business tools and analytics.
With a head office in Toronto, over 50 full-time employees and a roster of 2,500 part-time employees across the country, the XMC Group of Companies includes XSS (national staffing solutions), REVXM (digital, emerging technology, branded content), REVXM Promotions (branded products) and Sponsorship Canada (sponsorship valuation and sales). Our team has nurtured XMC’s culture—from the people we seek to attract and fiercely retain, to the sponsorship, Experiential Marketing™, digital content and field marketing methodology and processes we’ve trademarked and employ. XMC is Canada’s official Sponsorship and Experiential Marketing™ Agency.
JOB SUMMARY
The XMC CORP team is responsible for planning and executing events for Empire Company Limited. We work closely with our clients to plan for their internal communications team, VIPs, Executives, and C-suite level events. We take pride in providing a seamless experience from ideation to execution for each event with the highest level of professionalism. We specialize in taking events to the next level, bringing an exclusive experience each time, and ensuring five-star level hospitality is reached through each program.
The Senior Hospitality Coordinator may work on a variety of client projects and programs in collaboration with the account team as required by the Account Manager or Senior Manager.
This role includes contributing as required to the successful execution of programs and projects within the parameters of the overall client brand strategy. A typical day may include sourcing activation elements, leading vendor relationships/communication, analyzing and organizing report data, managing field staff, being onsite at events, participating in client meetings and budget reconciliation.
In addition to managing the logistics of a program, the candidate should be able to provide forward-thinking to help enhance our client’s program as well as the agency overall, and in certain circumstances act as the primary lead of smaller programs, with oversight/guidance from the Account Manager/SAM.
Accountabilities also include successful client interface and relationship management. As an XMC team member, the Senior Hospitality Coordinator takes initiative, strives for excellence, and always looks to better the agency and improve effectiveness overall.
The ideal candidate for XM is one with a work-hard attitude; someone dedicated, focused and flexible enough to understand that there is no such thing as a “standard” day on the job
KEY RESPONSIBILITIES
Overall
Contribute to the on-time and on-budget delivery of client programs including daily/weekly reporting, planning, execution and reporting.
Vendor Lead
Responsible for leading communication with vendors.
Provides consistent communication with vendors to ensure activation details are shared and expectations/deliverables are made clear.
Ownership of vendor payment, ensuring invoices are submitted and paid on-time.
Field Staff Management
Responsible for working with Staffing Team to source, train and manage all field staff.
Responsible for the development of staff training manuals for all activations.
Provide constant communication and direction for field staff, ensuring expectations are set and client deliverables are met.
Support the Senior Manager with solving staff issues onsite if/when they arise.
Budget Building, Tracking and Reconciliation Support
Support Senior Manager with budget building by providing accurate vendor costs and field staff hours.
Contribute to budget management by tracking vendor invoices and ensuring vendor payment is issued on-time.
Support Senior Manager with identifying savings throughout a program.
Responsible for ensuring expenses are submitted on-time each month and coded appropriately to support with budget reconciliation.
Strategic and Executional Support
Takes initiative to identify areas of opportunity for collaboration and/or improvement on projects/activations.
Supports the Manager with collaborating with other agency partners to ensure activations are holistic and well supported.
Contributes to project planning by coordinating logistical details in the lead up to each event.
Onsite to assist/lead set-up and tear-down as well as management of field staff during each activation.
Support Account Manager in gathering activation metrics for reporting purposes and leading the development of program wrap reports.
XMC Morale
Contributes to sharing ideas, offering support to fellow teammates, and possessing a positive attitude on a daily basis.
REQUIRED SKILLS/EXPERIENCE
Related university degree, college diploma or equivalent industry experience
Minimum 2-year event or marketing experience (XM agency setting preferred)
Hospitality Background preferred
Strong team player and collaborates with others to achieve shared goals
Excellent organizational skills and attention to detail
Can work effectively under pressure
Excellent verbal and written communication skills
Strong computer skills including Microsoft Excel, Word and PowerPoint
Ability to apply analytical thinking to daily and weekly client reports
Resourceful in finding information and solutions
Takes initiative and is self-motivated
Positive attitude
Demonstrates dedication to client satisfaction and program success.
We thank all those who submit applications; however only those candidates selected for an interview will be contacted. XMC is proud to be an equal opportunity employer (EOE). XMC is committed to providing an accessible recruitment process. Accommodations are available upon request for candidates taking part in all aspects of the selection process.
Resumes to be submitted in confidence to Andrea Stothers: andrea@xmc.ca
Stay up to date on job opportunities on Instagram: @xmcmarketing
About XMC: Founded in 2006, the XMC Group of Companies and its dynamic team of industry professionals provide strategic counsel, negotiation, execution, data analytics and measurement of sponsorship and Experiential Marketing™ programs and services. By leveraging a shared passion for sport, music, culture and cause, XMC connects with consumers, creates deep engagement, and inspires target action. With over $2.1B in deals negotiated, activated and/or evaluated, XMC delivers client success by taking ownership, inspiring confidence, and exceeding expectations.
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