Event Coordination Specialist

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.