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Events Coordinator

2 months ago

Vancouver, British Columbia, Canada UBC Full time
Events Coordinator Job Description

The Events Coordinator is responsible for planning, organizing, and executing events in support of the UBC Sauder School of Business mission and strategic goals.

Job Responsibilities:
  • Plan, organize, and execute event logistics, including venue negotiations and catering contracts.
  • Work collaboratively with the events management team to ensure successful event execution.
  • Develop event plans and carry out all arrangements for event preparation and management.
  • Conduct pre-, in-, and post-event activities, monitoring operational activities and addressing concerns.
  • Develop, recommend, and implement policies, protocols, and procedures affecting event planning and administration.
  • Lead staff in setting standards and goals for client services, accuracy, and efficiency.
  • Supervise student assistants and volunteer participants at events, coordinating work schedules and training.
  • Manage events passed on from the Events Manager, handling planning, organizing, and executing event logistics.
  • Facilitate financial reporting, preparing event/budget reports on actual revenue and expenses.
  • Participate in the interview and selection process of employees and work study students, ensuring proper training and orientation.
  • Provide coverage for the Events Manager in their absence, ensuring smooth transition in event management services.
  • Liaise with stakeholders in coordinating logistics for events, including room configuration and setup.
  • Work as part of the events management team to develop the strategic vision for key stakeholder events.
Requirements:
  • Two-year diploma in Hotel Management, Hospitality, Tourism, or Event Management.
  • Minimum two years of related experience or an equivalent combination of education and experience.
  • Willingness to respect diverse perspectives and demonstrate a commitment to enhancing awareness, knowledge, and skills related to equity, diversity, and inclusion.
Preferred Qualifications:
  • Experience in developing, planning, and implementing successful events, with a background in budget development and forecasting.
  • Results-oriented, articulate, and creative with excellent customer service skills.
  • Experience in relationship management and proven ability to work with prominent leaders, volunteers, and senior administrators.
  • Knowledge of the university environment, academic structure, university policies, and protocol is preferred.
  • Excellent interpersonal, oral/written communication, and presentation skills.
  • Ability to efficiently and effectively coordinate tasks with multiple deadlines.
  • Excellent attention to detail and ability to work independently and in a team environment.
  • Analytical and problem-solving skills, along with effective conflict resolution skills and diplomacy.
  • Negotiation skills required in liaising with internal/external service providers and senior university administration.
  • Ability to take initiative and work well under pressure, managing multiple activities simultaneously.
  • Excellent administrative, organizational, and time management skills, with aptitude to re-prioritize efforts as needed.
  • Ability to work flexible hours, including some weekends and evenings.
  • Knowledge of current technologies for classrooms and meetings is an asset.
  • Computer experience required: Microsoft Office (Word, Excel, PowerPoint, etc.).
  • Strong planning, coordination, and execution skills.
  • Ability to work with large formal and informal teams.
  • Valid driver's license and access to a motor vehicle is preferred.