Conferences & Special Events Coordinator

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Position Summary:

Under the direction of the immediate supervisor,the incumbentcoordinates and organizesdetailsforevents such as conferences, seminars, workshops, and reunions.They assign, distribute, and verifythe work of otherswhile also contributing totheir training. The incumbent liaises with clients todeterminerequirements, coordinates alllogisticalarrangements,and ensures the smoothexecution ofevents.Theymaintainaccuraterecordsand inventories,monitorand administeroperating fund or accounts, and propose ideasto improve efficiency andsupportfuture events.Additionally, they collaborateandprovidesupporttoother internal teamsinvolved in event planning and delivery.

Major Duties and Responsibilities:

• • Coordination oflogisticsfor events such as conferences, seminars, workshops,receptionsand reunions. Organizes lunches, internal events and student-centered activities as needed.Assistsin creating and updating event timelines to track all details for events ensuring deliverables are completedin a timely manner. Facilitate thesynergyof the programs by maximizing economies of scale in the purchase of supplies and services for events and activities.

  • Liaises with clients as needed todeterminerequirements and discuss arrangements. Coordinates all arrangements such as locations, setups, cleanliness, post-event cleanup and room resets, audio-visual materials, seating,foodand bar service, including alcohol permits, and equipment rentals.Completes all room booking requests for event and meeting spaces based on faculty priorities.Advisessupervisor of alleventbooking requests requiring eventlogisticsmeetings with clients. Meets withevent organizerstodiscuss upcoming events, educate on McGill policies as needed (alcohol permits, weekend bookings), and bookappropriate spaces.

  • Act as resource personproviding information to event organizers on theMcGill Office of Sustainabilitymodelfor sustainability certification.Ensure that event organizers are aware of services provided byMarketing and Communication team, includingpromotion,brandedelementsand merchandise.

  • Tracks attendance andmaintainsrecords of events including number of attendees, quantity of food and alcohol ordered versus quantities consumed. Verifies, arranges, reviewsdataand presents to supervisor and clients.

  • Monitors budgets and reports on expenses. Takes measures to cut costs for events using cost-effective suppliers.

  • Recruits and organizes volunteers for certain events, liaising with Student Associations as needed.

  • Assistwith training for Hospitality Assistants. Monitor their task completion and report issues to supervisor

  • Attends assigned events tomonitorarrangements and ensures smooth execution of planned activities. Liaises with facilities personnel and suppliers of contracted services. Solves problems that arise during events. Liaises withappropriate unitsregardingsecurity services and safety regulations.

  • Maintains an inventory of materials and suppliesappropriate tothe activities and events. Places orders to replenish stock:

  • Placesstationary orders, ensuring purchasesremainwithin allotted budget; coordinate deliveries and distribute stock.

  • Placescoffee orders, monitors, and reconciles coffee budget, coordinate deliveries and distribute stock;

  • Maintainscentraleventssuppliesinventory, includingalcohol and decorations.Regularlymaintains,monitorsand replenishesinventory.

  • Schedules meetings, contacts participants and books meeting rooms. Assistswith preparation of agenda. Attends meetings, takes minutes, and follows up on decisions within area of responsibility.

  • Creates purchase requisitions, coordinatesdeliveriesand ensures invoices are paidin a timely manner.

  • Reports to immediate supervisor and upper management as requested with regards to financial elements, profitability, sustainability, and success of events, making suggestions for future activities.

  • Other duties as assigned.

The list of duties and responsibilities outlined above is representative and not a complete and detailed list of tasks which may be performed by an employee whose position has been matched to this generic job description.

Other Qualifying Skills and/or Abilities:

Proven event planning experience required. Demonstrated organizational skills, and ability to multi-task. Ability to clearly transmit and receive information as well as good interpersonal skills for communicating with students, faculty members and departmental administrators and other institutions. Proven ability to provide excellent customer service. Accuracy, attention to detail, resourcefulness, ability to prioritize and meet multiple deadlines. Proven ability to draft correspondence, to proofread text and edit documents. Able to work independently and as part of a team. Ability to work and troubleshoot in a PC environment using word-processing, spreadsheets and presentation software, Adobe PDF, HTML and database packages; Banner, Minerva, McGill Marketplace. English and French, spoken and written.

As one of Montreal's 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 (qualifier) 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, [email protected].