Dragonfly Employment Opportunities

 

 

hiring

Dragonfly Meeting Solutions Inc. is currently accepting resumes for the following positions. If interested in applying for any of these positions, please send your resume to the attention of:

Sherri Luft at sluft@dragonflymeetings.com by November 9, 2016.

Prospective candidates will be contacted by November 14, 2016 for interviews.


LIVE EVENTS PRODUCTION MANAGER

 

Dragonfly Meeting Solutions Inc. is seeking a Live Events Production Manager to join their team in the GTA. Our Live Events Production Manager will have a broad scope and deal with a variety of projects for our roster of high profile clients. They will assist in creating memorable events and organize seamless projects to ensure client satisfaction. He/she reports to the President, and works in conjunction with the Program Managers, Creative, Sales and Account Services. The Live Events Production Manager will handle a wide diversity of programs from simple to complex which vary on a weekly basis. This person will be responsible for implementing, organizing and planning all aspects of event production.

Job Responsibilities:

  • Act as client liaison during planning and execution of client production projects.
  • Lead, manage, and provide direction to production and audiovisual contractors and vendors.  Collaborate with Dragonfly staff, and external contractors to ensure successful event operations and program development/deployment.
  • Utilize project management tools such as critical paths, productions schedules and showflows for all major event initiatives.
  • Determine scope of event and secure event bookings.
  • ‪Determine and monitor event timelines and ensure deadlines are met.
  • Assist in managing budgets, as required
  • Assist in booking talent, as required
  • Manage multiple projects simultaneously while effectively managing time and ensuring budgets and deadlines are met.
  • Identify risks to timelines and provide solutions to ensure all deliverables are met.
  • Provide creative solutions for all production requirements.
  • Assist in producing client communication documents in a timely manner (contact reports, critical paths, production showflows, rehearsal agendas, video & audio production schedules, debrief documents, post-event evaluations, etc.).
  • Travel on-site with programs when required, to ensure smooth delivery and consistency on all production elements.
  • Research and source supplier goods and services as required for client programs (entertainment, speakers, staging, AV, technical crew, etc).
  • Assist in reviewing supplier contracts in conjunction with Creative Director / Producer / Stage manager and Sales to ensure requirements such as cancellations, concessions, deadlines are included, are reasonable and are agreeable.
  • Review and provide feedback on all supplier services in relationship with client requirements.
  • Ensure accuracy and process all vendor / supplier invoices in a timely manner.
  • Monitor and track both deposit and cancellation dates on supplier contracts on every project in collaboration with the Creative Director / Producer / Stage Manager.
  • Develop, foster and enhance positive relationships and loyalty with all suppliers and vendors.
  • Act as a professional brand ambassador for Dragonfly at all supplier events.

Qualifications, Education, Skills and Experience:

  • A relevant Bachelor’s degree and/or 5-7 years of experience in live events, production planning and management for events and conferences.  Event experience is a must.
  • Excellent verbal and written communication skills.
  • Leadership skills to guide diverse teams towards a common goal.
  • Ability to multi-task and manage multiple projects in a fast-paced environment
  • Proficient with PC or Mac software, Microsoft Suite software – particularly Excel, Word and PPT
  • Comfortable with Dropbox, and Gmail.
  • Comfortable with Creative Suite (AI, PSD, INDD) an asset.
  • Flexibility in hours worked due to client and industry events.
  • Ability to travel.
  • Vehicle or access to public transit is required.
  • Ability to react with appropriate urgency to situations and events that require quick response.
  • Ability to learn quickly and adapt to organizational changes and challenges in the industry.
  • Problem solving mindset.
  • Good organizational skills.
  • Ability to work independently and in a team.
  • Ability to understand Dragonfly’s service offerings and how to present them at industry and client events.

INTERMEDIATE PROGRAM MANAGER: 

Conference, Event & Incentive Travel

 

Dragonfly Meeting Solutions Inc.is seeking an Event & Conference Program Manager to join their team in the GTA. Our Event/Program Manager will have a broad scope and deal with a variety of projects for our roster of high profile clients. They will assist in creating memorable events and organize seamless projects to ensure client satisfaction. He/she reports to the President, and works in conjunction with the Creative Director, Sales and Account Services. The Event/Program Manager will handle a wide diversity of programs from simple to complex which vary on a weekly basis. This person will be responsible for implementing, organizing and planning all aspects of event and conference logistics.

Job Responsibilities:

  • Act as client liaison during planning and execution of all assigned projects.
  • Lead, manage, and provide direction to contractors and vendors.  Collaborate with Dragonfly staff, and external contractors to ensure successful event operations and program development/deployment.
  • Utilize project management tools such as critical paths, function sheets, banquet equipment orders, and agendas for all major event initiatives.
  • Determine scope of event or conference and secure venue bookings.
  • ‪Produce all client communication documents in a timely manner (contact reports, critical paths, debrief documents, post-event evaluations, etc.).
  • Provide creative and practical solutions for all program requirements.
  • Manage multiple projects simultaneously while effectively managing time and ensuring budgets and deadlines are met.
  • Identify risks to timelines and provide solutions to ensure all deliverables are achieved.
  • Research and source supplier goods and services as required for client programs (catering, décor, entertainment, AV, transportation, tours, activities, etc).
  • Manage booking all program suppliers, as required.
  • Assist in reviewing supplier contracts in conjunction with Sales & Management to ensure requirements such as cancellations, concessions, deadlines are included, are reasonable and are agreeable.
  • Create the content and manage the print, and production of all program materials (itinerary booklets, signage, namebadges, etc.).
  • Provide quality control for all materials to clients, suppliers and internal resources.
  • Create / assist with online registration website content development and reporting.
  • Review and manage participant lists, rooming lists, air manifests, etc. as required.
  • Travel on-site with programs when required, to ensure smooth delivery and consistency on all program elements.
  • Review and provide feedback on all supplier services in relationship with client requirements.
  • Ensure accuracy and process all vendor / supplier invoices in a timely manner.
  • Monitor and track both deposit and cancellation dates on supplier contracts on every project in collaboration with the Finance Manager.
  • Develop, foster and enhance positive relationships and loyalty with all suppliers and vendors.
  • Act as a professional brand ambassador for Dragonfly at all supplier events.

Qualifications, Education, Skills and Experience:

  • A relevant Bachelor’s degree and/or 3-5 years of experience in managing & marketing, events, conferences, project management.  Conference & incentive travel experience is a must.
  • Excellent verbal and written communication skills.
  • Leadership skills to guide diverse teams towards a common goal.
  • Ability to multi-task and manage multiple projects in a fast-paced environment
  • Proficient with PC or Mac software, Microsoft Suite software – particularly Excel & Word.
  • Comfortable with Dropbox, and Gmail.
  • Flexibility in hours worked due to client and industry events.
  • Ability to travel.
  • Vehicle or access to public transit is required.
  • Ability to react with appropriate urgency to situations and events that require quick response.
  • Ability to learn quickly and adapt to organizational changes and challenges in the industry.
  • Problem solving mindset.
  • Good organizational skills.
  • Ability to work independently and in a team.
  • Ability to understand Dragonfly’s service offerings and how to present them at industry and client events.

EVENTS COORDINATOR:

Conference, Event & Incentive Travel

 

Dragonfly Meeting Solutions Inc. is seeking a Conference, Event & Incentive Travel Events Coordinator to join their team in the GTA. Our Events Coordinator will have a broad scope of responsibilities and deal with a variety of projects for our roster of high profile clients. They will assist in creating memorable events and organize seamless projects to ensure client satisfaction. He/she reports to the President, and works as a team with the Program Managers, Production, Creative, Sales and Account Services. The Events Coordinator will handle a wide diversity of programs from simple to complex, which vary on a weekly basis.

Job Responsibilities:

  • Act as back-up client liaison during planning and execution of client projects for the Program Managers.
  • Utilize project management tools such as critical paths, function sheets, banquet equipment orders, and agendas for all major event initiatives.
  • Assist in multiple projects simultaneously while effectively managing time and ensuring budgets and deadlines are met.
  • Assist in tracking project critical paths, identify risks to timelines and provide solutions to ensure all deliverables are met.
  • Assist in producing client communication documents in a timely manner (contact reports, critical paths, production showflows, creative storyboards, debrief documents, post-event evaluations, etc.).
  • Provide creative solutions for all program requirements.
  • Assist with the content, print, and production of all program materials (itinerary booklets, signage, namebadges, etc.).
  • Provide quality control for all materials to clients, suppliers and internal resources.
  • Assist with online registration website content development and reporting.
  • Review and coordinate participant lists, rooming lists, air manifests, etc. as requested.
  • Research and source supplier goods and services as required for client programs (catering, décor, entertainment, AV, transportation, tours, activities, etc).
  • Travel on-site with programs when required, to ensure smooth delivery and consistency on all program elements.
  • Assist participants with program enquiries.
  • Act as a professional brand ambassador for Dragonfly at all supplier events.

Qualifications, Education, Skills and Experience:

  • A relevant College Diploma or Bachelor’s degree in marketing/public relations, events, conferences or tourism & hospitality.
  • Excellent verbal and written communication skills.
  • Ability to multi-task and manage multiple projects in a fast-paced environment.
  • Proficient with PC or Mac software, Microsoft Suite software – particularly Excel & Word.
  • Comfortable with Dropbox, and Gmail.
  • Flexibility in hours worked due to client and industry events.
  • Ability to travel.
  • Vehicle or access to public transit is required.
  • Ability to react with appropriate urgency to situations and events that require quick response.
  • Ability to learn quickly and adapt to organizational changes and challenges in the industry.
  • Problem solving mindset.
  • Good organizational skills.
  • Ability to work independently and in a team.
  • Ability to understand Dragonfly’s service offerings and how to present them at industry and client events.

OFFICE ADMINISTRATOR

 

Dragonfly Meeting Solutions is seeking an Office Administrator / Receptionist to join their team in the GTA. The Office Administrator / Receptionist is responsible for the administration of Dragonfly Meeting Solutions Inc. office operations. He/she reports to the President, and works in conjunction with the Operations and Service teams within the company.

Job Responsibilities:

  • Office operations – responsible for design, inventory and ordering of:
    • Office supplies & furniture (office design).
    • Client program on-site supplies.
    • Dragonfly print and branded products (letterhead, envelopes, brochures, banners, business cards, gift ribbon, etc.)
  • Technology – proficiency in current software programs. Responsible for ensuring all office technology is operational, including:
    • Telephone (VOIP) extension updates, conference call requirements and ordering equipment,
    • Inventory & ordering of all computers, printers, ink toners and other related supplies,
  • Develop, update and maintain all Dragonfly forms & templates.
  • Maintain accurate preferred supplier contact.
  • Develop and maintain a general electronic filing system for all supplier / destination reference materials.
  • Travel staff sourcing, database updates and contract management.
  • Staff uniforms – sourcing and managing inventory & distribution of all required staff uniforms.
  • Assist the President and Accounting Manager in identifying cost saving opportunities and efficiencies.
  • Work with the President & Accounting in developing volume-buying discounts with suppliers, resulting in a standard Dragonfly Meeting Solutions Inc. best practices operating model.
  • Create company meeting agenda’s and facilitate the company monthly Town Hall meetings.
  • Organize and track staff participation at supplier hosted events, tradeshows, and FAM tours.
  • Organize and track staff participation & spending in industry events such as MPI, SITE, CSEP, IMEX, etc.
  • Assist in all sales initiatives including Teaser Campaigns, Seasonal social events.
  • Manage all seasonal print and promotional activities (holiday card design, print and distribution, holiday gifting.)
  • Provide reception coverage as needed.

Qualifications, Education, Skills and Experience:

  • A relevant College Diploma and interest in managing & marketing, events, conferences, incentive travel and project management.
  • Excellent verbal and written communication skills.
  • Proficient with PC or Mac software, Microsoft Suite software – particularly Excel & Word.
  • Comfortable with Dropbox, and Gmail.
  • Flexibility in hours worked due to client and industry events.
  • Vehicle or access to public transit is required.
  • Ability to multi-task and manage multiple projects in a fast-paced environment
  • Ability to react with appropriate urgency to situations and events that require quick response.
  • Ability to learn quickly and adapt to organizational changes and challenges in the industry.
  • Problem solving mindset.
  • Good organizational skills.
  • Ability to work independently and in a team.
  • Ability to understand Dragonfly’s service offerings and how to present them at industry and client events.

 

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Thank you for your interest in joining the Dragonfly Meeting Solutions Inc. team!

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