Events Manager and Special Projects Officer

1 month ago

Regina, Canada University of Regina Full time

Faculty/Department University Advancement & Communications Unit University Advancement & Communications-Alumni & Community Engagement Employee Group URFA APT Collective Agreement Consideration Open with preference given to APT members. CUPE 5791 Job Family N/A Category Staff Number of Vacancies 1 Position Summary

Get ready for an exciting journey as the Event Manager and Special Projects Officer Your creativity, organizational skills, and attention to detail will help create extraordinary experiences, foster collaborations, and shape the University’s future. With each event you coordinate, you will leave a lasting impact, enhancing the institution’s standing and contributing to its ongoing success.

As the Event Manager and Special Projects Officer, you have an exciting role in planning a diverse portfolio of exceptional events. Your primary objective is to engage the university with critical stakeholders and the communities we serve while building valuable connections. By creating thoughtfully curated events, you will facilitate meaningful interactions among various key players, including the President’s office, university leadership, faculty and staff, students past and present, alumni, donors, elected officials, business and community leaders, media representatives, and other community stakeholders. Additionally, you will be responsible for designing and managing large-scale events, specifically the President’s Signature Events. These events will not only strengthen relationships but also propel the institution’s strategic priorities forward and enhance the University’s reputation as a leading post-secondary institution in our province and beyond.

Responsibilities include:

- Playing a pivotal role in crafting and coordinating all communication efforts, including preparing and sending out invitations to esteemed guests, devising promotional strategies to generate excitement and attendance, and ensuring that special notices and updates reach the intended audience in a timely manner. Additionally, you will assist in preparing speaking notes for key speakers, ensuring that their messages align with the overall vision and objectives of the events.
- Building and nurturing strong relationships with key stakeholders is crucial to the success of the events. Servicing as the main point of contact, establishing and maintaining positive and productive relationships, effectively managing their expectations, and ensuring their needs and contributions are acknowledged and addressed throughout the event planning and execution process.
- Preparing event budgets, carefully considering all necessary expenses and allocating funds appropriately. Throughout the event planning process, you will also track project budgets, monitoring expenses and ensuring they align with the allocated funds. Regular reporting on the financial status of the events will be essential, providing accurate and timely updates to relevant stakeholders.
- The opportunity to contribute to the strategy development for the broader community engagement portfolio. This involves collaborating with key decision-makers and stakeholders to identify and pursue initiatives that further enhance the university’s engagement with the community.
- Serving as a liaison between different levels of faculty and staff members. Effectively communicating event-related information, soliciting input and involvement, and coordinating contributions to the events. Your ability to foster positive working relationships and facilitate seamless collaboration will be essential in creating a cohesive and impactful event experience.
- In addition to the specific responsibilities outlined above, you may be assigned additional duties that contribute to the overall objectives of the University. These duties may vary based on the evolving needs and priorities of the institution. Embracing flexibility and adaptability will be crucial as you take on these additional responsibilities, demonstrating your commitment to the overall success of the events and the institution as a whole.

Position Requirements

**Position Requirements**:

- Undergraduate degree in a relevant field, combined with five years of event management experience, an equivalent combination of education and experience may be considered.
- Demonstrated experience in planning, coordinating, leading and executing events.
- Experience managing and coordinating service providers.
- Demonstrated experience in developing event briefings and project evaluations.
- Knowledge and experience with budget preparation and project management.
- Demonstrated leadership, communication (verbal/written), public speaking and interpersonal skills to establish rapport with community stakeholders, alumni, students, staff, faculty and all levels of management.
- Demonstrated skill in Microsoft Office software and a wide variety of complex databases and systems.
- Must have the ability to effectively manage multiple projects with con

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