Events Specialist

1 week ago

Saskatoon, Saskatchewan, Canada University of Saskatchewan Full time

Events Specialist:

Primary Purpose:

The Events Specialist is responsible for designing and delivering professionally managed, high-quality events and engagement opportunities intended to elevate the reputation of the University of Saskatchewan and build relationships with stakeholders including alumni, donors and potential donors, private and public organizations, and the community.

Located in Advancement, this position plays an important role to strengthen alumni engagement and advance philanthropic support for the University of Saskatchewan with our internal and external communities.


Nature of Work:

Reporting to the Director, Alumni and External Engagement, the Events Specialist provides professional expertise to design and implement events programming for a wide range of external stakeholders, both virtually and in person, focused on advancing the mission of the university and the goals of the University Relations strategic plan.


The incumbent will orchestrate high quality, high impact engagement experiences and events with measurable outcomes to build alumni affinity, foster engagement, advance philanthropic support of the University of Saskatchewan and build the reputation of the institution.

These experiences include VIP visits, dignitary visits, ceremonies and specials events, with all ranging in size from small intimate gatherings to large-scale signature occasions.


This role will work collaboratively with professionals within the Alumni and External Engagement team and University Relations, as well as other units across campus.

The incumbent will develop partnerships and strong working relationships to ensure events continually improve and deliver an excellent experience that drive intended results.


The Events Specialist will operate in a dynamic, fast-paced, and highly collaborative environment with numerous, concurrent projects with competing deadlines.

The incumbent is required to be motivated, collaborative, and highly effective at relationship building. Consequence of error is significant for the university and its reputation and relationships with stakeholders. Occasional evenings and weekends as well as some travel is required.

Accountabilities:

  • Lead the development and oversight of events including, but not limited to: local and regional alumni engagement events, donor and community stakeholder engagement events, and externally facing events in support of institutional priorities.
  • Design and implement major events including but not limited to: VIP visits, dignitary visits, ceremonies and specials events, awards galas, gift announcements, donor and volunteer recognition, outreach activities, events featuring key university leaders in national and international locations, and media relations events that support the institution's priorities, goals and objectives.
  • Develop goals and evaluate outcomes of eventbased engagement efforts.
  • Communicate and collaborate with colleges, faculty, volunteers and colleagues to execute events.
  • Develop itineraries, event schedules, and invitation lists in coordination with relationship managers to ensure opportunities for appropriate stewardship and interactions with other alumni.
  • Ensure events follow appropriate protocols and practices to exceed the expectations of stakeholders and their requirements.
  • Arrange or oversee coordination of logistics, including venue contracts and booking of appropriate spaces, food and beverage requirements, entertainment, ordering of supplies, signage, AV equipment and services, and onsite production.
  • Manage event budgets and ensure financial transactions and information is accurately recorded and maintained.
  • Develop event planning procedures, and processes that support leading practices for campus events.
  • Provide expertise and guidance to assist advancement professionals in planning events;
  • Identify opportunities for collaborative event planning across the institution.
  • Works with Advancement communication staff to develop necessary communication materials and appropriate messaging for events. Develops messaging for event programs and coordinates speakers/presenters.
  • Manage postevent activities, including debriefs, volunteer recognition and followup, including recommendations for ongoing improvement and adaptation.
  • Ensure alumni and stakeholder information is captured in Engage CRM for accurate reporting and relationship management.
  • Ensures data and feedback collected for advancement events is appropriately recorded in UR database in a timely manner; and is compliant with appropriate legislation, policies and guidelines.

Education:
Bachelor's degree required, master's degree or other advanced education strongly preferred. A combination of education and significant relevant work experience may be considered.

Experience:

  • Five to seven years' experience is required, extensive experience in alumni relations is an asset.
  • Experience in planning, coordinating an

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