Corporate Events & Project Coordinator (Bilingual)

Corporate Events & Project Coordinator (Bilingual)

(Part-Time, Contract)

Hybrid | 1 in-person day in Downtown Montréal event 2 weeks

20–30 hours/week | Flexible schedule

$32–$42/hour based on experience

NOTE: To be considered, candidates must be from the Montreal area, fluent in English and French, and have prior experience coordinating events, meetings, conferences, training programs, or similar professional events. 

ABOUT ALLEVIA EVENTS

Allevia Events, Inc. is a boutique corporate event planning agency delivering high-quality, thoughtfully executed experiences for leading organizations across Canada. While officially launched in 2025, Allevia Events is built on over 15 years of industry experience—managing complex programs, high-level stakeholders, and national-scale events including corporate conferences, galas, awards ceremonies, retreats, and incentive travel programs.

The company is experiencing strong growth driven by client demand, and we are expanding our team to support this momentum.

THE OPPORTUNITY

We're looking for a highly organized, proactive, and detail-driven part-time Event Coordinator (contract) to support the planning and execution of a diverse mix of corporate events. This is not a task-only role—you will be involved in meaningful aspects of the planning process, including vendor sourcing, agreement review, and contributing directly to client-facing deliverables.

You will report directly to the Founder and play a key role in bringing events to life—from logistics and coordination to contracts and on-site execution.

KEY RESPONSIBILITIES

• Coordinate event logistics including venues, vendors, transportation, and accommodations
• Support vendor sourcing: research, outreach, and comparison across event categories
• Review vendor agreements and supplier contracts, flagging key clauses, risks, and terms for follow-up
• Support the development and management of detailed event timelines and task lists
• Prepare and maintain planning documents (rooming lists, run-of-show, attendee tracking, etc.)
• Liaise with clients, venues, and suppliers in both English and French
• Assist with registration management and attendee communications
• Create event materials (badges, signage, presentations support, etc.)
• Track tasks and time within project management tools
• Provide on-site support at select events (as required)

WHAT WE'RE LOOKING FOR

• 2+ years of experience in event planning or coordination ( corporate events strongly preferred )
• Experience with vendor sourcing and reviewing supplier/venue agreements (ability to flag problematic clauses is a strong asset)
• Strong organizational and time management skills
• Excellent written communication and client-facing professionalism
• Detail-oriented with the ability to manage multiple priorities simultaneously
• Comfortable and accountable working independently in a remote environment
• Proficiency with tools such as Google Workspace, Excel, Monday.com, and Canva (asset)
• Availability during core collaboration hours (10:00 AM – 3:00 PM ET, Monday to Friday)
• A high-performer mindset: you take ownership, communicate proactively, and think one step ahead

WHO THIS ROLE IS PERFECT FOR

• You love structure, organization, and bringing clarity to complex projects
• You enjoy working behind the scenes to make events seamless
• You take pride in delivering high-quality, polished work
• You've read a vendor contract and known what questions to ask
• You are looking for a flexible but stable part-time role with growth potential
• You want exposure to high-level corporate clients across multiple event formats

WHAT WE OFFER

• Contract (self-employed) position with flexibility and consistent, reliable hours
• Stable, predictable workload (starting ~20 hrs/week, growing to 30)—not ad hoc scheduling
• Potential to evolve into a permanent employee position based on performance and company growth
• Clear growth path, including the ability to evolve into a Lead Planner role as the company expands
• A flexible, remote-first environment that balances autonomy with strong collaboration
• Support for applicable training and professional development
• Competitive hourly compensation aligned with experience and responsibility
• All core software tools and platforms provided

REQUIREMENTS

• Fully bilingual in English and French (written and spoken)
• Based in the Greater Montréal area
• Availability for one in-person workday every two weeks in downtown Montréal
• A dedicated, closed workspace (quiet, professional, distraction-free)
• Professional home office setup: computer, reliable high-speed internet, printer
• Availability for occasional travel and on-site event support
• Flexibility to accommodate occasional peak periods or event timelines (planned in advance whenever possible)
• Valid passport and driver's license

TO APPLY

Please submit your resume along with a brief note outlining your relevant experience to: ***email_hidden***

As part of your application, please answer the following questions:

1. Tell us about a complex event, project, or file you coordinated. What was your role, what details were you responsible for tracking, and what system or tools did you use to ensure nothing was missed?

1. Describe how you typically manage multiple events or files at the same time. What does your system look like, and how do you make sure nothing slips?

1. Tell us about a vendor or venue contract you reviewed for an event. What did you look for, did anything stand out, and how did you handle it?

We value thoughtful, detailed applications and review each submission carefully. Only candidates selected for the next step will be contacted.