Events and Office Assistant

2 weeks ago

Toronto, Canada University of Toronto Full time

**Date Posted**:05/02/2023
**Req ID**: 31015
**Faculty/Division**: Faculty of Arts & Science
**Department**: Dept of Economics
**Campus**: St. George (Downtown Toronto)
**Position Number**: 00045499

**Description**:
**About us**:
The Faculty of Arts & Science is the heart of Canada’s leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.

We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.

The Department of Economics ranks among the top economics departments internationally and is ranked number one in Canada. Nearly 70 per cent of all students take atleast one course in economics during their undergraduate studies and our faculty is committed to educating and inspiring them all. Teaching and research in our department span a wide range of fields including theory, applied data analysis and econometricmethodology. Located in the downtown core of Canada’s largest city, our department is immersed in a rich environment of rapidly expanding business and financial capital.

**Your opportunity**:
Under the direction of the Department Manager, the Events and Office Assistant plans, coordinates and manages events and related activities (e.g. research seminars) for the department. The incumbent also provides administrative and front line support to the department.

**Your responsibilities will include**:

- Analyzing client needs and making recommendations on event logistics and options
- Determining logístical details and activities for events and/or programming; Booking speakers for program events
- Resolving issues that may occur during events and escalating problems as required
- Conducting post-event evaluation, analysis and recommendations for changes
- Collating and organizing data for various reports, and writing routine documents and correspondence
- Responding to enquiries within the defined scope of the role and redirecting as appropriate
- Preparing expense reimbursements

**Essential Qualifications**:

- Bachelor's Degree or an acceptable equivalent combination of education and experience
- Minimum three years recent and related experience in planning, coordinating and administering events, including coordinating event schedules, booking speakers, making travel and hotel arrangements, arranging catering, coordinating space and preparing expense reimbursement in a post secondary academic environment
- Experience providing administrative and frontline support in a busy environment
- Experience organizing events involving international stakeholders; experience conducting post-events evaluation and analysis
- Experience in event logistics from creation to execution, including room / AV booking and set-up
- Experience setting up and running virtual events using software platforms such as Zoom, MS Teams
- Experience preparing itineraries
- Experience preparing expense reimbursement
- Experience with FIS
- Experience, writing, proofreading, editing, and taking minutes
- Experience updating and maintaining records, maintaining inventory, and ordering supplies
- Excellent professional verbal and written communication skills
- Advanced skills in MS Office (e.g. Word, Excel, PowerPoint, Outlook, OneDrive, Teams, SharePoint), databases, content management systems
- Excellent time-management and organizational skills
- Excellent interpersonal skills with the demonstrated ability to interact with multiple stakeholders
- Excellent attention to detail, and ability to work with interruptions

**To be successful in this roleyou will be**:

- Approachable
- Communicator
- Efficient
- Multi-tasker
- Problem solver
- Team player

This role is not currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto’s Alternative Work Arrangements Guideline.

**Closing Date**: 05/11/2023, 11:59PM ET
**Employee Group**: USW
**Appointment Type**: Budget - Continuing
**Schedule**: Full-Time
**Pay Scale Group & Hiring Zone**:
**Job Category**: Student Services
**Recruiter**: Carolyn Wright

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