Internal Events Coordinator

3 weeks ago

Toronto, Canada University of Toronto Full time

**Date Posted**:01/09/2023
**Req ID**: 29219
**Faculty/Division**: UofT Scarborough
**Department**: UTSC:Retail & Conference Services
**Campus**: University of Toronto Scarborough (UTSC)
**Position Number**: 00036958

**Description**:
**About us**:
The University of Toronto Scarborough is a place of energy, enthusiasm and passion. Our commitment to inclusive excellence attracts the brightest learners, scholars and employees from around the globe. Our success has been made possible by the opportunity given to us by our Indigenous hosts to operate on their territory, and we cherish our continuing partnerships with these communities. The University of Toronto Scarborough is an exciting campus with unlimited potential. Join us on our journey.

The University of Toronto Scarborough, through the department of Retail & Conference Services, provides a wide variety of visitor, conference, and meeting related special event services and summer accommodation to external users, especially during the period May to September. The revenue generation for the various services contributes to the support of the academic mission of the University.

**Your opportunity**:
Working under the direction of the Manager, Conference and Events, you will be responsible for acting as the first point of contact for general inquiries, resolving issues that may occur during events and escalating problems as required, determining logístical details and activities for internal events and programs, creating space layouts for events, liaising with internal clients to meet their needs and make recommendations on event logistics and options and negotiate on behalf of clients with vendors, and prepare client billing using templates. You will also provide routine information to campus event organizers and verify that event management guidelines and emergency protocols are maintained. This position is also responsible for acting as a resource person for any internal community member wanting to host a meeting or internal event. As the Coordinator, you will also conduct post-event evaluation, analysis and recommendations for changes, disseminate customer surveys and collate and organize data for various reports.

**Your responsibilities will include**:

- Acting as the first point of contact for general enquiries
- Verifying details and necessary changes to event schedule
- Analyzing client needs and making recommendations on event logistics and options
- Liaising with internal and external service providers
- Resolving issues that may occur during events and escalating problems as required
- Collaborating on cost estimates
- Handling expenses for events
- Assigning and checking the work of work-study students

**Essential Qualifications**:

- Bachelor's Degree in Hospitality or Events Management or acceptable combination of equivalent experience.
- Minimum three (3) years of related work experience coordinating events and weddings for internal and external clients.
- Demonstrated experience coordinating and organizing logistics for meetings and events for internal clients.
- Demonstrated experience providing front-line customer service to a variety of clients (e.g. faculty, staff, students, external clients, vendors, etc.).
- Demonstrated experience assessing preliminary risk levels based on defined criteria and established standards for events and programs.
- Experience conducting site visits.
- Strong computer skills with MS Office (Word, Excel) and experience updating and maintaining records.
- Excellent communication (both oral and written) and interpersonal skills.
- Strong service and results orientation, self-motivation and a quick learner.
- Demonstrated ability to work effectively both as part of a team, but also independently.
- Demonstrated ability to prioritize tasks and responsibilities, work well under pressure, meet strict deadlines and make sound judgments.
- Familiarity with University policies and procedures.
- Applicants are also expected to show evidence of a commitment to equity, diversity, inclusion, and the promotion of a respectful and collegial learning and working environment.

**Assets (Nonessential)**:

- Experience using space layout software (e.g. All Seated).

**To be successful in this role you will be**:

- Adaptable
- Communicator
- Diplomatic
- Multi-tasker
- Organized
- Problem solver

**Notes**:

- Please note this position is a term role from March 2023 - March 2024
- A copy of the full job description is available upon request from the UTSC HR Office.

**Closing Date**: 01/22/2023, 11:59PM ET
**Employee Group**: USW
**Appointment Type**: Budget - Term
**Schedule**: Full-Time
**Pay Scale Group & Hiring Zone**:
**Job Category**: Hospitality
**Recruiter**: William Guevarra

**Lived Experience Statement

  • Events Planning Coordinator

    4 weeks ago

    Toronto, Canada UTemp Internal Staffing Services - University of Toronto Full time

    **UTemp is hiring!** UTemp is the University of Toronto’s short-term staffing service. We pride ourselves on the high number of UTemp employees who are able to make the transition from short-term casual employment to appointed positions within the University of Toronto. **Job title: Events Planning Coordinator** **Faculty: Faculty of Applied Science &...

  • Assistant Wedding and Event Coordinator

    1 week ago

    Toronto, Canada JP&Co. Events Full time

    JP&Co. Events is a full service event planning and hospitality management company that offers a wide range of services for weddings, corporate events, private parties, and other special events. We are looking for an energetic individual who is passionate about weddings and loves to help couples find ways to make their wedding day perfect. - Manage the...

  • Events Coordinator

    4 weeks ago

    Toronto, Canada RLDatix Full time

    RLDatix, a global leader in patient safety and healthcare governance, risk and compliance (GRC) technology, is searching for an Event Coordinator to support our internal and external events. We are looking for a talented and motivated event coordinator to organize outstanding and unforgettable events. The Event Coordinator will be responsible for the...

  • Event Manager

    1 month ago

    Toronto, Canada MY HOUSE Lounge & Events Full time

    **Event Manager** Our event space is seeking a motivated and experienced Event Manager/Event Promoter to manage, develop and execute successful and profitable events. We are looking for a dynamic individual with sales and event coordination experience. You will work directly with clients to plan and host a variety of events, from weddings to corporate...

  • Events Coordinator

    1 month ago

    Toronto, Canada McLean & Company Full time

    **Role Overview**: The Events Coordinator is responsible for researching, planning logistics, implementing, and evaluating events that help McLean & Company promote its mission and purpose. The Event Coordinator will be expected to work with the Project Manager, Division President, VP Sales, and other roles to execute on time and on budget event delivery...

  • Event Coordinator

    1 month ago

    Toronto, Canada University of Toronto Full time

    **Date Posted**:06/15/2023 **Req ID**: 32024 **Faculty/Division**: UofT Scarborough **Department**: UTSC:Miller Lash House **Campus**: University of Toronto Scarborough (UTSC) **Position Number**: 00036657 **Description**: **About us**: The University of Toronto Scarborough is a place of energy, enthusiasm and passion. Our commitment to inclusive excellence...

  • Event Coordinator

    1 month ago

    Toronto, Canada University of Toronto Full time

    **Date Posted**:01/24/2024 **Req ID**: 35753 **Faculty/Division**: VP - Division of University Advancement **Department**: Alumni Relations **Campus**: St. George (Downtown Toronto) **Position Number**: 00056081 **Description**: **About us**: The Division of University Advancement (DUA) aims to sustain and enhance the University’s academic mission,...

  • Events Coordinator

    1 month ago

    Toronto, Canada Queen's University Full time

    Events Coordinator About Queen's University Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction,...

  • Event Sales Manager

    1 month ago

    Toronto, Canada Second Floor Events Full time

    **Join Our Dynamic Team at Second Floor Events** **Location**: In the vibrant heart of downtown Toronto, Second Floor Events offers a versatile 3,000 square-foot open-concept space. We're not just a venue; we're the canvas for a wide array of events - from corporate gatherings and weddings to team meetings, photoshoots, trunk shows, and more. **Our...

  • Events Coordinator

    1 month ago

    Toronto, Canada Queen's University Full time

    **About Queen's University** Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics &...

  • Coordinator, Events

    3 weeks ago

    Toronto, Canada The Canadian Academy of Recording Arts and SciencesThe JUNO Awards Full time

    POSITION TYPE: Full-Time ANTICIPATED START DATE: June 3, 2024 REPORTS TO: Director, Events & Artist Relations ORGANIZATION SUMMARY The Canadian Academy of Recording Arts and Sciences (CARAS) was formed in 1975 to preserve and enhance the Canadian music industry and to contribute towards higher artistic and industry standards. CARAS’ mandate is comprised...

  • Coordinator, Events

    3 weeks ago

    Toronto, Canada The Canadian Academy of Recording Arts and SciencesThe JUNO Awards Full time

    POSITION TYPE: Full-Time ANTICIPATED START DATE: June 3, 2024 REPORTS TO: Director, Events & Artist Relations ORGANIZATION SUMMARY The Canadian Academy of Recording Arts and Sciences (CARAS) was formed in 1975 to preserve and enhance the Canadian music industry and to contribute towards higher artistic and industry standards. CARAS’ mandate is comprised...

  • Coordinator, Events

    3 weeks ago

    Toronto, Canada The Canadian Academy of Recording Arts and SciencesThe JUNO Awards Full time

    POSITION TYPE: Full-Time ANTICIPATED START DATE: June 3, 2024 REPORTS TO: Director, Events & Artist Relations ORGANIZATION SUMMARY The Canadian Academy of Recording Arts and Sciences (CARAS) was formed in 1975 to preserve and enhance the Canadian music industry and to contribute towards higher artistic and industry standards. CARAS’ mandate is comprised...

  • Membership and Events Coordinator

    4 weeks ago

    Toronto, Canada TO Corporate Services Full time

    **MEMBERSHIP AND EVENTS COORDINATOR** In the position of Membership and Events Coordinator, you will be responsible for managing and coordinating all membership support and administration for a small national association, as well as assisting with coordinating meetings and events. Duties may include but are not limited to the following: **Membership** -...

  • Coordinator, Event Production

    4 weeks ago

    Toronto, Canada TORONTO INTERNATIONAL FILM FESTIVAL Full time

    **COORDINATOR, EVENT PRODUCTION (3 POSITIONS)** **Contract** **Full-Time/ Hourly** **Event Production** TIFF is a charitable, cultural organization dedicated to presenting the best of international and Canadian cinema and creating transformational experiences for film lovers and creators of all ages and backgrounds in our home - TIFF Lightbox. Our...

  • Coordinator, Events

    3 weeks ago

    Toronto, Canada The Canadian Academy of Recording Arts and SciencesThe JUNO Awards Full time

    POSITION TYPE: Full-Time ANTICIPATED START DATE: June 3, 2024 REPORTS TO: Director, Events & Artist RelationsORGANIZATION SUMMARY The Canadian Academy of Recording Arts and Sciences (CARAS) was formed in 1975 to preserve and enhance the Canadian music industry and to contribute towards higher artistic and industry standards. CARAS’ mandate is comprised of...

  • Coordinator, Event Production

    4 weeks ago

    Toronto, Canada TORONTO INTERNATIONAL FILM FESTIVAL Full time

    **COORDINATOR, EVENT PRODUCTION** **Contract** **Full-time** **Event Production** TIFF is a charitable, cultural organization dedicated to presenting the best of international and Canadian cinema and creating transformational experiences for film lovers and creators of all ages and backgrounds in our home - TIFF Bell Lightbox. Our mission: To transform...

  • Event Coordinator

    1 month ago

    Toronto, Canada The Vintage Conservatory Full time

    The Vintage Conservatory is a private club and storage facility for people who collect wine, and like to entertain or do business with bottles from their own collections - so much more personal than choosing off a list at a restaurant. Members enjoy their own private locker in our state-of-the-art climate controlled cellar, beautiful fully appointed private...

  • Events Management Coordinator

    1 month ago

    Toronto, Canada Ministry of Economic Development, Job Creation and Trade Full time

    Are you an experienced Events Management professional ready to make a lasting impact in promoting Ontario as a premier destination for international investment? We are seeking a talented individual with a strategic mindset, creativity, and a proven ability to organize captivating high-profile events, engaging presentations, and impactful meetings. Whether...

  • Coordinator, Events

    3 weeks ago

    Toronto, Canada The Canadian Academy of Recording Arts and SciencesThe JUNO Awards Full time

    POSITION TYPE: Full-TimeANTICIPATED START DATE: June 3, 2024 REPORTS TO: Director, Events & Artist RelationsORGANIZATION SUMMARYThe Canadian Academy of Recording Arts and Sciences (CARAS) was formed in 1975 to preserve and enhance the Canadian music industry and to contribute towards higher artistic and industry standards. CARAS’ mandate is comprised of...