Job Description
About the Role
We are seeking a skilled Event Coordination Specialist to join our team. The successful candidate will be responsible for planning, coordinating, and executing high-level institutional events, weddings, corporate gatherings, and academic conferences.
Key Responsibilities:
Event Planning and Coordination
Lead and/or support in the comprehensive planning, coordination, and execution of major institutional events organized by us
Promote and sell event spaces for weddings, conferences, corporate events, and other occasions, showcasing our facilities and services to potential clients
Coordinate event logistics, including venue selection, contract negotiations, equipment rentals, catering arrangements, and transportation coordination
Coordinate the preparation of event materials, including presentations, agendas, signage, and other collateral.
Coordinate on-site event support, including set-up, registration, attendee management, and troubleshooting issues as they arise
Collaborate with internal stakeholders, such as faculty, staff, and student groups to gather event requirements and ensure successful event execution
Create new ideas and proposals for major events
Administrative and Operational Support
Manage calendars, schedule meetings, handle event-related correspondence for all events, and support the day-to-day tasks of the Events team
Efficiently manage event inventory levels by conducting regular audits and implementing accurate tracking systems to ensure optimal stock levels
Coordinate the maintenance of event databases and records, ensuring accurate and up-to-date information for reporting and analysis purposes
Technology and Software Utilization
Learn and adeptly utilize software platforms such as Social Tables and StarRez to facilitate event planning, guest management, and logistics coordination
Social Media and Marketing
Create and coordinate social media and marketing strategies to promote events, manage social media accounts, and engage with online communities for increased event visibility
Coordinate the management of social media accounts during events by providing live updates and engaging with attendees
Sustainability and Community Engagement
Collaborate with the Office of Sustainability to spearhead and oversee the integration of environmentally sustainable practices within the organization, ensuring adherence to green initiatives and standards
Facilitate and coordinate student engagement initiatives by proactively identifying and creating opportunities for students to volunteer, fostering a sense of community involvement and active participation in events
Budget and Evaluation
Budget management and expense tracking for all events, ensuring adherence to allocated resources
Coordinate post-event evaluations and collect feedback to assess event success and identify areas for improvement
Qualifications, Certifications or Designations
Relevant post-secondary education. Diploma in Business Administration or equivalent preferred
5+ years of event planning experience
Knowledge of our organization and its programs, services, and stakeholders are an asset
Strong organizational and time management skills, with the ability to prioritize tasks and coordinate multiple projects simultaneously
Proficiency in learning new software platforms, and prior experience using event management software
Excellent written and verbal communication skills, with the ability to interact professionally with stakeholders at all levels
Attention to detail and a high level of accuracy in coordinating work outputs
Ability to coordinate work independently and collaboratively in a fast-paced, deadline-driven environment
Strong problem-solving and critical-thinking abilities, with a proactive approach to coordinating and resolving issues
Proficiency in event management software
This is a great opportunity to join a dynamic team and make a real difference in our organization's success.
We are seeking a skilled Event Coordination Specialist to join our team. The successful candidate will be responsible for planning, coordinating, and executing high-level institutional events, weddings, corporate gatherings, and academic conferences.
Key Responsibilities:
Event Planning and Coordination
Lead and/or support in the comprehensive planning, coordination, and execution of major institutional events organized by us
Promote and sell event spaces for weddings, conferences, corporate events, and other occasions, showcasing our facilities and services to potential clients
Coordinate event logistics, including venue selection, contract negotiations, equipment rentals, catering arrangements, and transportation coordination
Coordinate the preparation of event materials, including presentations, agendas, signage, and other collateral.
Coordinate on-site event support, including set-up, registration, attendee management, and troubleshooting issues as they arise
Collaborate with internal stakeholders, such as faculty, staff, and student groups to gather event requirements and ensure successful event execution
Create new ideas and proposals for major events
Administrative and Operational Support
Manage calendars, schedule meetings, handle event-related correspondence for all events, and support the day-to-day tasks of the Events team
Efficiently manage event inventory levels by conducting regular audits and implementing accurate tracking systems to ensure optimal stock levels
Coordinate the maintenance of event databases and records, ensuring accurate and up-to-date information for reporting and analysis purposes
Technology and Software Utilization
Learn and adeptly utilize software platforms such as Social Tables and StarRez to facilitate event planning, guest management, and logistics coordination
Social Media and Marketing
Create and coordinate social media and marketing strategies to promote events, manage social media accounts, and engage with online communities for increased event visibility
Coordinate the management of social media accounts during events by providing live updates and engaging with attendees
Sustainability and Community Engagement
Collaborate with the Office of Sustainability to spearhead and oversee the integration of environmentally sustainable practices within the organization, ensuring adherence to green initiatives and standards
Facilitate and coordinate student engagement initiatives by proactively identifying and creating opportunities for students to volunteer, fostering a sense of community involvement and active participation in events
Budget and Evaluation
Budget management and expense tracking for all events, ensuring adherence to allocated resources
Coordinate post-event evaluations and collect feedback to assess event success and identify areas for improvement
Qualifications, Certifications or Designations
Relevant post-secondary education. Diploma in Business Administration or equivalent preferred
5+ years of event planning experience
Knowledge of our organization and its programs, services, and stakeholders are an asset
Strong organizational and time management skills, with the ability to prioritize tasks and coordinate multiple projects simultaneously
Proficiency in learning new software platforms, and prior experience using event management software
Excellent written and verbal communication skills, with the ability to interact professionally with stakeholders at all levels
Attention to detail and a high level of accuracy in coordinating work outputs
Ability to coordinate work independently and collaboratively in a fast-paced, deadline-driven environment
Strong problem-solving and critical-thinking abilities, with a proactive approach to coordinating and resolving issues
Proficiency in event management software
This is a great opportunity to join a dynamic team and make a real difference in our organization's success.
💡 Quick Summary
Seeking a career-building opportunity? The Event Coordination Specialist position is now open for candidates interested in the Event Management Jobs sector. This role in Calgary offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Event Management Jobs is a plus.