Events Administrative Coordinator Jobs

Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 4 (Gr7)
Job Title
Events Administrative Coordinator
Department
Associate Director | Ceremonies and Events Office
Compensation Range
$4,460.00 - $4,686.00 CAD Monthly
Posting End Date
June 15, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Mar 31, 2024
Summary
This position provides complex event and administrative support to the Ceremonies & Events Office team on the coordination and execution of a variety of events on behalf of the President, Chancellor and/or other senior administration, based on the guidelines and protocols of the Ceremonies and Events department. The incumbent works flexibly and collaboratively within a high profile and high performing (busy) office. This position requires work outside regular hours and may include evenings and weekends. This position is eligible for a hybrid work arrangement, however, may be subject to change due to operational requirements.
Organizational Status
Reports to the Associate Director, Ceremonies and Events and receives functional direction from event leads on the team, including Events Managers and the Director.
Work Performed
Events Administration

• Performs other related duties as related to the general business of the Ceremonies and Events department.
• Arranges and coordinates small scale meetings and events from start to finish, at the direction of the Director or Associate Director
• Event preparation; may include researching and securing venue, catering, audiovisual, décor and other event related items
• Provides coverage and backfill for other administrative team members at the direction of the Director or Associate Director.
• Uses judgment, discretion and tact in responding to oral and written inquiries based on extensive knowledge of the organization and operations of the University in general, and the Ceremonies and Events department in particular
• Prepares documents from drafts and notes, including preliminary drafts of briefing and event notes
• Tracks RSVPS, distributes RSVP reminders and up-dated guest lists on a timely basis
• Responsible for post-event tasks which include updating registration lists, unpacking and organizing event materials, responding to requests; distributing photos and completing any other follow-up tasks related to the event
• Provides customer service (greeting guests) and on-site event support, set-up, assistance with program activity, post event tear down
• Coordinates and provides general administrative support for events, either with an Events Manager or independently
• May coordinate invoices from travel, catering and general office needs.
• With the direction from Director, liaises with internal and external departments; to research and analyze clients’ needs; cost estimates, distribution of event information
• Coordinates and attends stakeholder/site event meetings
• Collaborate with event managers to take on lead roles with groups of volunteers on day-of events.
• Prepares complex event timelines noting task responsibilities
• Proofreads and edits print and electronic materials such as invitations, programs, website content, on-line rsvp site
• Provides additional project support as necessary to the Event Managers.
• Sourcing gifts and preparing name tags, certificates and other documents required for an event (Maps, parking instructions, etc.)
• Obtains and shares confidential and sensitive information as requested and approved, determining appropriate course of action, resolving details of unusual situations in the absence of established guidelines

Consequence of Error/Judgement
Must exercise initiative and judgement based upon a thorough knowledge of office procedures and guidelines, and make decisions based on those guidelines and established precedents. As the Ceremonies and Events department is an external-facing, high-profile office, this position must be professional and have excellent customer service. Failure to exercise appropriate judgement in handing a situation or in manner or tone could result in embarrassment to the Ceremonies and Events department, to the President s Office and/or to the University.
Supervision Received
Reports to the Associate Director, Ceremonies and Events and receives functional direction from event leads on the team, including Events Managers and the Director, Day-to-day guidance on general office duties may be provided by the Administrative Coordinator at the request of unit leadership.
Works collaboratively with other Ceremonies and Events staff, based on specific projects and duties. Deviations from practices, and delicate matters of protocol are referred to the Associate Director or Director, Ceremonies and Events. Work is governed generally by broad instructions, objectives and policies, and usually involves frequently changing conditions and priorities. As such, work is reviewed for achievement of objectives, soundness of judgment, attention to detail and quality produced.
Supervision Given
No supervisory responsibilities. May explain work procedures to new or inexperienced staff, including temporary or student staff.
Preferred Qualifications
High School graduation and one-year post-secondary diploma. 3 years related experience or the equivalent combination of education and experience. Excellent verbal and written communication skills using clear, concise business English. Effective interpersonal and organizational skills. Ability to prioritize work, multi-task, problem-solve and meet deadlines. Ability to demonstrate initiative and acts independently using good judgment in dealing with faculty, staff and guests. Ability to work without constant and ongoing direction. Ability to maintain accuracy and attention to detail. Ability to exercise judgment, tact and discretion when handling sensitive and/or confidential matters. Ability to provide quality services to customers in a courteous, patient manner. Ability to work both independently and within a team environment.