Conferences & Special Events Coordinator
Conferences & Special Events Coordinator
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Job Description
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Position Summary:
Under the direction of the Communication Officer organizes details of events such as conferences seminars workshops and reunions. Liaises with client to determine requirements. Coordinates all arrangements and ensures the smooth functioning of these events. Maintains records compiles data and prepares reports and statistics.
Major Duties and Responsibilities:
Under the direction of the Communications Officer determine the requirements to organize and support all components of each event part of the schools calendar. Organize all details of events such as conferences seminars workshops receptions and reunions.
Coordinate and arrange all audio-visual services media services and event proceedings with suppliers and stakeholders. Organize distribute and verify the work of others in relation to these events.
Coordinate all arrangements such as locations room bookings setups cleanliness staffing seating food and bar service and equipment rentals. Process liquor applications or liaise with appropriate unit to have applications processed. Maintain records an inventory of materials and supplies appropriate to the activities of the unit.
Coordinate contracts for all logistical services and special purchases and review/approve details quotes and invoices before submitting to internal administration team for processing and payments.
Make recommendations to supervisor concerning new contracts or renewals with suppliers of contracted services. Monitor operation of services according to agreements.
Attend all events to be held on campus off campus and possibly in other cities to monitor and ensure smooth functioning of all activities liaise with suppliers of contracted services and appropriate units including security services. and solve problems.
Plan and facilitate regular meetings with stakeholders to discuss updates prepare and distribute documentation agendas and schedules.
Liaise with speakers/special guests and assist with inquiries related to event logistics and registration.
Makes travel and hotel arrangements as required. Communicate travel expense University guidelines and coordinate submissions to internal administration team for processing and reimbursements.
Assist in the creation and distribution of event materials name badges posters promotional materials signage etc. Assist with marketing copy and advertising planning.
Maintain records of all event activities details and spreadsheets; including budgets supplier information contracts/invoices contact info/guests/listserv and meeting notes etc.
Complete post-event analysis compiles data and prepares reports and statistics.
Please note: This position requires travel within Canada and is subject to a particular work schedule.
Other Qualifying Skills and/or Abilities:
Proven track record of organizing full-day conferences and similar events with minimal supervision. Superior organization skills time management and attention to detail. Demonstrated resourcefulness initiative and autonomy. Ability to manage and prioritize multiple projects at once. Demonstrated ability to work in a computer-based environment using Microsoft Office. Proven ability to work autonomously and as part of a team; a collaborative mindset is essential. Demonstrated ability to troubleshoot and solve problems. Ability to adapt quickly such as accomplishing tasks for events in new venues and locations. Must be service-oriented and professional. English and French spoken written and read. Content creation experience (photography videography graphic design) an asset.
As one of Montreals Top Employers here is what we offer:
Competitive benefits package (Health Dental Life Insurance) (if eligible)
Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
Competitive vacation policy
Two (2) personal days
Two (2) floating holidays
Nine (9) Summer Fridays - paid days off between the St-Jean Baptiste holiday and Labour Day
Paid time off over the December holiday period
Tuition waiver for regular employees and their dependents
Up to two (2) days of remote work per week where the position permits
Before applying please note that to work at McGill University you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.
Knowledge of English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level 4 (Fluent) on a scale of 0-4.
For a definition of our language proficiency levels please click here.
Minimum Education and Experience:
Hourly Salary:
Hours per Week:
Supervisor:
Position End Date (If applicable):
Deadline to Apply:
McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities women Indigenous persons persons with disabilities ethnic minorities and persons of minority sexual orientations and gender identities as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact in confidence .
Required Experience:
IC
Employment Type
Full-Time
