Marketing Events Coordinator

Job Title: Marketing Events Coordinator Department/Team: Marketing Location : Markham, Ontario Type of job: Full-time, Permanent, In-Person Start Date: January 2027 OUR PROMISE TO YOU We offer a fast-paced, dynamic, and creative environment where your opinions and ideas can make a difference. People who thrive here are all incredibly smart and self-starters who enjoy working in a positive, energetic and ever-changing environment. Quanser thrives on amazing internal and external relationships, so if you are looking for a company where you will enjoy hanging out with your colleagues... this opportunity is for you. We provide a corporate environment that emphasizes and supports individual growth, offering resources and development opportunities to ensure your long-term success. Our leaders care deeply about your career goals and will try to help you meet your professional aspirations. If all of this sounds like something you will enjoy, we look forward to hearing from you. POSITION OVERVIEW Quanser is seeking a highly organized, detail-oriented, and resourceful Marketing Events Coordinator to lead the coordination, logistics, and execution of our global events program. With participation in approximately 10-15 industry and academic conferences and tradeshows annually, in addition to hosting on-campus workshops and other events. These activities often involve complex logistics, international shipments, technical demonstrations, and coordination across internal teams and external partners. Working closely with the Marketing team and other internal stakeholders, you will take ownership of the operational execution of assigned events, ensuring that every detail is carefully planned, coordinated, and delivered. From managing vendors and international shipments to preparing technical equipment and supporting event staff, you will play a central role in ensuring our events run smoothly and professionally. The ideal candidate is a proactive problem-solver who thrives on managing details, coordinating people and resources, and seeing projects through to completion. You take pride in being the person others can rely on to anticipate challenges, resolve issues, and make things happen. RESPONSIBILITIES Responsibilities for this role include, but are not limited to: Event Planning & Execution: Lead the operational planning and execution of Quanser’s global tradeshows, conferences, workshops, and academic outreach events. Translate established event plans and requirements into detailed timelines, task lists, budgets, and logistical arrangements. Coordinate all event logistics, including registrations, booth requirements, promotional materials, transportation, catering, and on-site services. Serve as the primary operational contact for event organizers, venues, and external vendors. Coordinate travel arrangements for event participants, including flight and hotel bookings, ground transportation, and other travel-related logistics as required. Coordinate with internal stakeholders to ensure event requirements, deadlines, and responsibilities are clearly communicated and fulfilled. Lead pre-event logistics meetings to ensure attending staff are fully equipped for successful participation. Proactively identify potential challenges, troubleshoot issues, and implement solutions to keep events running smoothly. Shipping & Logistics Coordination: Coordinate domestic and international shipments of technical demonstrations, booth materials, and promotional items. Coordinate shipping schedules, documentation, and equipment readiness with internal teams to ensure all event materials are prepared and dispatched according to event deadlines. Prepare, process, and verify shipping documentation, including commercial invoices, packing lists, customs documentation, and other required paperwork. Work closely with Quanser's Logistics Specialist and Shipping/Receiving team, as well as external freight forwarders, customs brokers, and shipping providers, to c…

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