Conferences & Special Events Coordinator

2 weeks ago


Montréal, Canada McGill University Full time

Please refer to the

job aid for instructions on how to apply.

Hiring Unit:
CENTRE FOR INTERDISCIPLINARY RESEARCH IN MUSIC MEDIA AND TECHNOLOGY (CIRMMT)
- Position Summary:

- Under the direction of the immediate supervisor, organizes details of events such as lectures, concerts, seminars, workshops, and reunions. Liaises with clients to determine requirements. Coordinates all arrangements and ensures the smooth and efficient functioning of these events and of the unit’s operations. Supporting the day-to-day administration of CIRMMT, the incumbent is the initial point of contact for the Centre. Maintains records. This position is part time and sessional, running from mid
- August to mid-June each year.

Major Duties and Responsibilities:

- Liaises with clients and speakers to determine event requirements and discuss arrangements. Coordinates all logistics and planning of events including locations, room bookings, setups, cleanliness, staffing, seating and catering. Also coordinate equipment requirements with CIRMMT technical team.
- Maintains records and prepares items such as lists of attendees and agendas. Obtains lists and other data. Verifies, arranges, and reviews data.
- Develops and implements publicity of events. Types, proofreads, edits, assembles and disseminates mailings and all publicity material for events, using HTML as necessary. Drafts correspondences and other short documents of a complex nature as well as format and edit documents for accuracy of grammar and spelling.
- Liaises with speakers and artists. Makes travel and hotel arrangements in consultation with supervisor. May prepare travel expense reports for reimbursement of speakers.
- Attends events as necessary, or arranges volunteers, to monitor arrangements and ensures smooth functioning of all activities. Liaises with suppliers of contracted services. Solves problems that arise during events.
- Promotes and provides information on University facilities and services. Contacts and recruits volunteers for certain events.
- Makes recommendations to supervisor concerning new contracts or renewals with suppliers of contracted services.
- Update content for the website, Facebook and other social media/communications as necessary and as required by the supervisor. May be required to participate in the general development of the Centre’s website.
- Support the supervisor in implementing the Centre’s administrative policies and procedures in support of its interdisciplinary research mandate and in compliance with granting agency and university regulations.
- Situated at the front desk, is the initial point of contact for visitors.
- Maintains an inventory of materials and supplies appropriate to the activities of the unit. Places orders to replenish stock.
- Attends meetings and takes minutes.
- Ensures proper maintenance of the unit’s filing system.

The list of duties and responsibilities outlined above is representative and not a complete and detailed list of tasks which may be performed by an employee whose position has been matched to this generic job description.

Other Qualifying Skills and/or Abilities:

- Experience or strong interest in event planning.
- Excellent oral and written skills in English and French.
- Excellent customer service skills.
- Strong attention to detail and quick learner.
- Strong ability to problem solve, prioritize and multi-task under tight deadlines.
- Knowledge of HTML CSS a strong asset.
- Ability to work autonomously and as part of a team.
- Understanding of basic principles to maintain a databases.
- Graphic design skills an asset.
- Familiarity with MAC office environment preferable.
- Comprehensive knowledge of standard office software and social media content (i.e. Facebook, YouTube).
- Background in music and/or a research environment a strong asset
- Minimum Education and Experience:

- DEP - Office Systems 3 Years Related Experience / DEP - Secretarial Studies
Hourly Salary:

(MUNACA Level F) $29.42 - $36.46
- Hours per Week:

- 25 (Part time)
Supervisor:

Office Administrator (ER)
Position End Date (If applicable):

Deadline to Apply:

- 2024-06-13
- ._



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