Engagement and Events Officer
2 weeks ago
Please refer to the
job aid for instructions on how to apply.
Position summary:
Reporting to the Director, Office of Communications, Faculty of Medicine and Health Sciences (FMHS), McGill University, the Engagement and Events Officer plans, leads/co-leads and executes high-profile events and related activities in support of the Office of the Vice-Principal (Health Affairs) and Dean, FMHS. The position encompasses annual planning, conceptualizing, advising and coordinating of all content, resource and logístical aspects, as well as process and budget management. FMHS University Advancement (UA) events are not under the purview of this position; however, the Engagement and Event Officers of both Offices are expected to collaborate to ensure coherence and support of the VP-Dean’s events. Events may be internal or external, in-person or virtual, or hybrid.
**Responsibilities**:
- In support of the goals and priorities of the FMHS and the Office of the VP-Dean, leads the annual planning for high-profile events and engagement activities, other than UA events.- In addition to leading/co-leading existing high-profile events, recommends and conceptualizes new engagement activities and events that support the goals and priorities.- Leads/Co-leads and oversees high-profile events and is responsible for ensuring success, from conception to execution through to budget management; events may vary from small, personal events hosted by the VP-Dean to large public events for the Faculty with external partners.- Acts as advisor to the VP-Dean, the Director of Communications and other senior management and Faculty members on issues pertaining to events management.- Resolves complex problems related to events management, which often involve high-profile clients and service providers; ability to solve problems is essential.- Develops, establishes and maintains quality working relationships with a variety of service providers and McGill colleagues to ensure sufficient resources and to maintain the Faculty’s reputation as a collegial and fair University and business collaborator; seeks out suppliers who share our values and goals related to equity, diversity and inclusion, as well as sustainability.- Writes and coordinates design, translation and distribution of invitations and related communication materials for events, including speaking notes, as well as other engagement/public relations materials, such as holiday greetings, consistent with the University’s and Faculty’s visual identity guidelines and quality standards.- Manages events on-site to ensure their seamless execution; leads appropriate follow-up, such as distribution of thank-yous to attendees, where appropriate.- Maintains budget for events under the purview of the position and carries out accounting function for each, for example, prepares purchase orders, pays invoices, monitors closely, and reconciles and reports on budget at year-end.- Negotiates and processes contracts based on University and Faculty policies related to due diligence, procurement and approvals; through development of effective relationships, ensures that the Faculty obtains the best pricing for all services provided.- Documents and maintains on the Office of Communications protected Shared server event processes, standard templates (e.g., invitation templates) and database of preferred suppliers and contact information, including personal information and preferences.- Makes sure those hosting events (e.g., VP-Dean, Associate Dean) have the information they need on attendees; ensures confidentiality of any personal information.- Manages hours of work, including evening or weekend hours, to ensure that work week does not exceed standard hours or, if necessary and with the agreement of the Director, hours are otherwise balanced.- Supervises volunteers, students, casuals and external contract workers as needed.- Contributes to priority and special projects undertaken by the Office of Communications, and actively participates in strategic planning and collaborates in other activities as a valued core member of the team.
Other Qualifying Skills and/or Abilities
Proven expertise and experience leading major events, internal and external, as well as virtual and hybrid. Experience in a higher education or nonprofit organization. Professional, diplomatic and discreet. Excellent interpersonal skills with a facility to create a welcoming and amicable event environments for all. Experience planning events for a range of guests and participants, from students to public/high-profile individuals. Strong organizational, priority-setting, listening and verbal communication skills. Superior writing skills. Meticulous and detail oriented. Ability to plan ahead, including contingency planning to ensure unexpected circumstances are quickly and effectively addressed. Takes initiative. Facility working under pressure and tight deadlines, and to manage multiple priorities.
- Minimum Education and Experie
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