Contact The Lavin Agency

At the Lavin Agency, talking to people about keynote speakers is one of the best parts of our job. In many ways, it’s our only job. We listen carefully and answer any, and all, questions you might have. We are friendly, experienced, thorough, and we offer honest advice and creative ideas — ideas you won’t find anywhere else. 
 
To find out more about our speakers, please fill out the form below and one of our agents will be in touch shortly. Better yet, call us and speak to someone immediately at 1-800-265-4870.

 

If you’re looking to join our roster and be represented by The Lavin Agency, please email our Director of Intellectual Talent, Charles Yao, at info@thelavinagency.com

 

+1 800 265 4870

info@thelavinagency.com

Our Locations

Toronto Office

119 Spadina Ave
Suite 1200
Toronto, ON M5V 2L1

New York Office

1133 Broadway
Suite 1229
New York, NY 10010

Western Canada Office

Join the Team

Event Coordinator

Toronto | Full-Time

The Lavin Agency - Toronto, Ontario 
 
The Lavin Agency is the largest intellectual talent agency in the world. And probably the only one. We represent the world's leading thinkers, doers, writers, artists, and scientists. As an event coordinator, you will manage speaking engagements for a portfolio of Pulitzer Prize winners, Guggenheim Fellows, TED Prize Winners, Nobel Laureates, people who want to make the world a smarter place. And we think that’s good. Smarter people make better decisions and make the world a better place. Maybe. That’s debatable. And real debate is good. Have you stayed up all night debating politics, music, art, or the economy? A real debate where you agree about a lot, and what you disagree about is interesting? Yes? Then maybe we’re a good fit for you.

We have 35 staff and we’re growing. We’re interesting, engaged, and curious people working globally from downtown Toronto. This job is for the engaged and engaging, the curious and the opinionated. 
 
Job Summary:
 
Responsible for managing a portfolio of speakers and simultaneously coordinating speaker logistics for a variety of events (taking place in the U.S., Canada and internationally) once a booking has been confirmed by a Sales Agent.
 
The Event Coordinator’s main objective is to ensure a smooth process from initial booking onwards for both the speaker and the buyer, while also communicating regularly with internal sales, finance and marketing departments. The Event Coordinator cultivates positive relationships with speakers and buyers while managing buyer expectations and remaining flexible to ever changing priorities. 
 
Job Responsibilities:
 
1. Coordinates and manages a large portfolio of assigned speakers and their events
2. Discusses speaker needs and preferences with the Sales Team while they are solidifying an offer.  This can include: 
     a. Obtaining travel quotes
     b. Looking at speaker's events to prevent double-booking
     c. Working with Agent to confirm speaker preferences, so offers are tailored and relevant
     d. Ensuring the logistics will in fact be possible
3. Manages event logistics through email and phone contact with a variety of buyers including: corporate, public lecture series, universities/colleges and not-for-profit institutions in Canadian, American and International markets 
4. Ensure all speaker profiles are current and accurate
5. Fields all event questions from the speaker and buyer, including possible schedule changes, media requests, travel/payment questions and re-direct as needed
6. Works with our travel agency, Stage and Screen, to confirm travel bookings, including for example,  airfare, train, car service and any other travel as required
7. Prepares detailed event itineraries in conjunction with the buyer, including schedule and travel information, to provide to the speaker 1-2 weeks before event date
8. Reconcile event expenses incurred by Lavin post-event (such as hotel bookings or car service reservations), as necessary, including the preparation of Travel Reconciliations for use by the Finance Department
9. Continuously manage buyer expectations with regards to speaker needs and availability
10. Daily tasks can include: contract preparations, contract follow-up, arranging pre-event conference calls, booking travel and accommodations, sourcing and providing marketing materials, handling incoming requests from buyers and speakers, preparing detailed logistics itineraries, invoicing and account reconciliations
11. Responds to all speaker and buyer questions and concerns immediately or as quickly as possible.
12. Keeps up-to-date and maintains sufficient knowledge of the company’s speakers and industry marketplace, best practices and trends.
13. Works with team to create and/or update and implement team procedures.
14. Ensures all pertinent information and details of emails, phone call notes, etc. are entered into the contact management database according to company standards.
15. Performs other tasks and responsibilities as assigned and required.
 
Job Qualifications & Experience:
 
Bachelor’s degree or equivalent work experience
Strong written and verbal communication skills 
Strong critical thinking and problem solving skills
Demonstrates curiosity for a wide-range of ideas and topics
Above average interpersonal skills
Strong entrepreneurial spirit with unquestionable customer service skills
Demonstrated ability to communicate persuasively with others both verbally and written
Meticulous attention to detail
Excellent organizational skills 
Ability to multi-task, prioritize the tasks at hand based on value to the company, meet deadlines and work in a fast-paced environment 
Software skills including proficiency with Microsoft Office Word, Excel and PowerPoint 
Familiarity with database management preferred
 
If interested, please send us a fascinating cover letter as well as a worn-out resume. We will not consider applicants who do not send in a custom cover letter!
 
Send letters and resumes to careers@thelavinagency.com. Title your emails: “Event Coordinator”. No calls or visits please; only emails will be accepted.
 

 

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