Advancement Events Officer

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Posting Information:
This posting is for an existing vacancy.

The internal posting deadline for this position is June 18 2026 at 11:59PM.

• A valid Drivers Abstract and ability to rent a car in Ontario (I.e. possession of a valid G drivers license or equivalent) is required

Job Description:

Primary Purpose

The Advancement Events Officer works to build a positive reputation for the University of Waterloo and the Faculty of Engineering. Working with key Faculty and Waterloo stakeholders (including Engineering Research Office Engineering Core Facilities Graduate Studies and Undergrad office Presidents Office Office of Research University Relations and Government Relations) to strategize plan and deliver dynamic and highly engaging events

The Advancement Events Officer is responsible for leading the strategy planning and delivery of a defined portfolio of Faculty of Engineering events including Alumni Engagement Recruitment (Graduate and Undergraduate) and Research and Industry Partners.

Reporting to the Manager of Events and Community Relations the incumbent provides strategic and operational leadership for these event portfolios ensuring alignment with Faculty and University priorities audience needs and brand standards. The Faculty of Engineering Events Team manage a high volume of events each year and this role has an assigned portfolio of events that they will lead while providing ongoing support for signature Faculty events. The role exercises a high degree of independence and judgment in the delivery of high-volume high-visibility events where stakeholder experience reputational impact and relationship-building outcomes are critical.

This position requires frequent evening and weekend work and regular engagement with senior leaders alumni external partners prospective students and internal stakeholders.

Key Accountabilities

Strategic Event Planning and Leadership (Assigned Portfolios)

Leads the event strategy annual planning and execution for Alumni Graduate Recruitment Undergraduate Recruitment and Research/Industry Partner events. Working in partnership with the Faculty undergraduate recruitment team and the event planning teams within University Marketing and Undergrad Recruitment (MUR) to lead the planning and coordination of Engineering undergrad recruitment events (including events on campus OUF and virtual) and attending and contributing to MUR recruitment working groups related to events

Translates Faculty and Advancement objectives into cohesive event plans and programming that support engagement recruitment reputation-building and partnership development.

Establishes timelines priorities and resource requirements across a large and diverse event portfolio managing competing deadlines and peak activity periods.

Leads the end-to-end planning and delivery of multiple concurrent events both in-person and virtual serving as project lead and on-site decision-maker for assigned portfolios.

Exercises independent judgment to resolve issues adapt plans in real time and ensure the success of events in dynamic high-pressure environments.

Oversees logistics vendors volunteers speakers digital platforms and event communications to deliver consistent high-quality experience.

Working in partnership with Faculty Shared Facilities teams to lead the planning and coordination of a range of industry partnership and student engagement events aligned to the interests of key audiences.

While each role maintains responsibility for a defined portfolio of events both the Events Manager and Events Officer collaborate in the execution and delivery of larger high-profile events

Stakeholder & Relationship Management

Builds and sustains strong working relationships with Faculty leadership Advancement Undergraduate Recruitment Graduate Studies Research teams alumni leaders and external partners.

Serves as a trusted advisor to internal stakeholders on event design audience engagement and experience optimization.

Recruits trains and leads event volunteers providing clear direction and leadership during live events.

Communications Promotion & Programming

Leads the development and execution of event communications and promotional strategies for assigned portfolios including invitations registration pages digital assets event signage.

Ensures all event communications align with Faculty and University brand standards and support strategic reputation-building objectives.

Contributes to the design of engaging and inclusive event programming informed by audience insights and stakeholder needs.

Working with virtual event platforms (i.e. Zoom Microsoft Teams) to manage virtual events and meetings including managing panelists setting up events running video content and polls monitoring live chats and offering technical support to participants as needed.

Advanced technical skills in building and managing event webpages and registration workflows maintaining accurate attendee data and reports and producing high-quality graphic design assets for digital and print event communications.

Financial & Administrative Accountability

Develops and manages event budgets for assigned portfolios in collaboration with the Manager of Events and Community Relations.

Oversees purchasing expense reconciliation and vendor payments in accordance with University policies.

Leads post-event evaluation and reporting using data and feedback to inform continuous improvement and strategic planning.

Responsible for team administrative functions including swag procurement and inventory management oversight of the PSE Event Space and management of event supplies inventory and storage.

Required Qualifications

Education

Post-secondary education in event management or equivalent combination of education and experience

Experience

Minimum four to five (4) years of progressive professional experience in event planning event management or related roles within a complex fast-paced stakeholder-driven environment.

Demonstrated experience leading the strategy planning and delivery of a high volume of concurrent events.

Proven experience serving as project lead and on-site decision-maker for live events exercising sound judgment in real time to address logistical stakeholder and reputational considerations.

Experience working collaboratively with senior leaders faculty alumni external partners and vendors including managing expectations and navigating sensitive or high-profile situations.

Experience managing event budgets procurement and financial reconciliation in accordance with institutional policies.

Experience leading and coordinating volunteers students or cross-functional teams to deliver high-quality event experiences.

Experience planning and delivering virtual and hybrid events including management of digital platforms and live technical troubleshooting.

Experience working in a post-secondary advancement or similarly complex institutional environment is preferred.

Knowledge/Skills/Abilities

Demonstrated ability to lead complex event portfolios from concept through execution balancing strategic objectives operational requirements and stakeholder experience.

Strong strategic thinking and analytical skills with the ability to translate Faculty and Advancement priorities into effective event strategies and programming.

High level of independence initiative and accountability with the ability to work effectively both autonomously and as part of an integrated team.

Excellent project management skills including the ability to manage multiple high-volume initiatives simultaneously prioritize competing deadlines and adapt to changing circumstances.

Strong interpersonal and communication skills; able to work effectively with senior leaders alumni donors campus and external partners and current and prospective students.

Ability to develop clear engaging event communications and ensure alignment with brand standards.

Demonstrated ability to identify issues manage risk and resolve problems calmly during live events.

Experience coordinating and leading volunteers and contributors to deliver consistent service standards.

Strong political acuity negotiation and conflict-resolution skills and the ability to influence and align diverse stakeholders are essential.

Demonstrated ability to understand diverse stakeholder groups and design plan and deliver events tailored to their unique demographics expectations and engagement needs.

Proficiency with event registration tools web/content platforms virtual event systems standard office productivity tools and design/creative software (eg Photoshop Illustrator).

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research learning teaching and community building and is coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students faculty and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity anti-racism and inclusion. As such we encourage applications from candidates who have been historically disadvantaged and marginalized including applicants who identify as First Nations Métis and/or Inuk (Inuit) Black racialized a person with a disability women and/or 2SLGBTQ.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application interview or workplace accommodation requests please contact Human Resources or ext. 45935.