Event Specialist, Vp Advancement

3 weeks ago

Calgary, Canada The University of Calgary Full time

**Position Overview**

The **Department of Strategic Events** in **VP Advancement** is currently seeking a Full-Time Regular **Event Specialist**.

Reporting to the Director, Strategic Events, the Event Specialist will play a key role in the planning and execution of internal and external events for the university. The events must reflect the energy and accomplishments being realized across 5 campuses while also demonstrating the impact philanthropy has had on our university. Events are an extremely important relationship building and engagement tool and are part of UCalgary's overall development, alumni and community engagement plan. We will dream big, take risks, and prototype ways to demonstrate why we matter and why our community should care.

**Position Description**

**Summary of Key Responsibilities** (job functions include but are not limited to):
EVENT MANAGEMENT (60%)
- Work with cross-functional teams to deliver events, acting as the project manager and oversee all elements, from project intake and planning to execution and reporting.
- Write and prepare event plans with measurable objectives, established themes, and key messages which align with departmental and institutional priorities.
- Manage the budget and ensure all events remain in scope, on brand, on budget and meet critical timelines.
- Source and negotiate services with vendors (i.e. Entertainment, AV, etc.), ensuring the best quality and value while remaining within budget guidelines.
- Direct staff and volunteer support as required with respect to their involvement in the events.
- Liaise with event venue staff from initial planning stages to event day set-up and take-down.
- Liaise regularly with internal and external community stakeholders, key departments and faculties, vendors and suppliers.
- Oversee design, printing and delivery of printed materials and signage required for events.
- Ensure backup plans are in place for all aspects of the event and have followed all risk management and safety requirements.
- Work with internal clients to determine event logistics such as budget, venue, catering, AV, rentals, collateral, and amenities.
- Prepare event collateral, including invitations, media backgrounders, speeches and marketing materials.
- Develop invitation lists and coordinate invitation/rsvp processes.
- Provide detailed reporting of events and conduct analyses which include evaluations, key learning points, and recommendations for future enhancements.
- Ensure feedback processes (i.e. post-event surveys) are part of the plan and results considered for future planning are included in the event debrief.
- Actively work on strategies to promote community engagement, problem solving and following through as appropriate to ensure positive outcomes for all stakeholders.
- Foster a service-oriented approach.

STAKEHOLDER RELATIONS (20%)
- Develop, maintain and model positive working relationships with students, faculty and staff to ensure event success.
- Enhance relationships with existing stakeholders and develop new stakeholder relationships within the community.
- Leverage existing relationships and identify co-branding and partnership opportunities.
- Liaise with involved parties regarding event sponsorship (i.e. seeking new sponsors and managing existing sponsorship relationships).
- Develop collegial, positive, high trust working relationships with other team members to create effective, high-quality results.

FINANCIALS AND REPORTING (20%)
- Develop and manage the budgets for internal and external events, and oversee expenditures.
- Work with the Director, Strategic Events to articulate spending priorities, monitor adherence to budget commitments, and investigate discrepancies.
- Prepare and analyze reports on events and provide regular updates to the Director, Strategic Events.

**Qualifications / Requirements**:

- Related post-secondary certificate, diploma or degree in event management is required.
- Minimum 5 years directly related experience in major event management (external reputational impact events, e.g. Chancellor's Convocation Dinner), preferable in a fundraising, sponsorship, community engagement and/or post-secondary setting.
- Experience in planning virtual events using various digital event platforms is an asset.
- Strong computer skills including Word, database management, Excel and internet are required to produce plans, reports and to conduct research.
- Excellent customer service and relationship building skills; experience working with both internal and external clients, donors, volunteers, alumni and students.
- Ability to balance multiple projects simultaneously, time and fiscal management, creativity, and attention to detail are required.
- Experience in creating event briefs/debriefs, writing scripts, building run of shows, leading tech rehearsals and has managed event day production and pre-produced projects.
- Team player with strong interpersonal skills and the ability to direct and influence

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