Alumni Relations Event Coordinator

5 months ago

Waterloo, Canada University of Waterloo Full time

Overview:
**Term: 2 years**

Reporting to the Senior Alumni Officer the Alumni Relations Event Coordinator (AREC) will provide a high level of event support. The AREC will play a key role in the coordination, execution and wrap up of all global and local alumni events and will help to lead our annual Fantastic Alumni Day. The Event Coordinator will be responsible for the creation and deployment of event communications, marketing and promotion and is required to maintain efficient and up to date event procedures; deliver an excellent guest experience on-site at events as needed; update website content; and contribute to collecting, organizing, and analyzing relevant reports, documentation and provide general event support to the entire team. Many of the events being supported are global in nature and will require flexibility and long lead times to effectively deliver high quality events in international markets.

The AREC works collaboratively to support the business plans and strategy of the Alumni Relations portfolio and works closely with Alumni Relations staff, Alumni Professionals campus wide (including faculties, colleges, schools and ASUs) and external stakeholders and contractors to plan and execute successful Alumni events and programs.

**Responsibilities**:
Event coordination
- Manages the event communications from concept to completion including drafting, creating, and deploying event, and transactional pre
- and post-event, communications, invitations, registration pages. Ensures consistency, accuracy and excellence in quality and content of messaging in all materials
- Tracks, organizes, and prepares invitations lists, registration reports and post-event attendance lists in a timely manner to all relevant parties
- Provides exceptional customer service while coordinating, screening, and handling all event and non-event inquiries in person, by telephone or electronic communication
- Supports all UWaterloo Alumni Relations events activities. This may include working with internal or external vendors to book and coordinate venues, catering, A/V, photo/video, parking, and other requests, as well as preparing accurate meeting minutes for meetings
- Manages effective relationships to ensure prompt, expectation-exceeding service and accurate information, balancing deadlines, and responsibilities while graciously accommodating interruptions to deal with a wide range of questions as they arise
- Supports all alumni events efforts through back-end management of a ticketing system, arranging accurate nametags and registration lists. Ensures Alumni Relations Volunteer documentation is accurate and is available on-site as a leader to these event specific volunteers
- Coordinates technical components of virtual, or hybrid events ensuring technical equipment is secured and/or tested
- Alerts Alumni Relations and/or Advancement staff to any issues within appropriate timeframes and displays judgement as required to ensure the appropriate staff are aware of emerging matters, urgent or sensitive items that may impact the University
- Acts as point of contact for alumni events with internal stakeholders at all levels within Waterloo, as well as with various external stakeholders to provide knowledgeable and timely communication
- Supports event and technical systems and processes, updating, refining, and streamlining as necessary
- Suggest options and resources to make event planning and implementation processes more effective
- Manages the organization and maintenance of the events supply rooms

Event Support
- Supports the coordination of the University’s high-profile alumni marquee events including, alumni reunions, Convocation, and global events where the President is in attendance (ie. Hong Kong gala)
- Provides global event coordination and logistics support. This includes catering, room bookings, AV support, printing of briefing materials, travel logistics (transportation, accommodations, etc.) and managing invitation and registration for events
- Sources and manages services to support global event activities. This includes equipment and tools for event staging (e.g., signage, flags, etc.), indoor and outdoor events, and events held globally
- Maintains key administrative support to internally focused events which include alumni reunions
- Prepares detailed event schedules, identifies critical dates and deadlines
- Solicit and compile feedback for post-event “wrap-up” sessions including pulling event data and sharing with event Manager for continued improvement of event Assist in assessing requirements for future events and with maintaining and editing event procedures
- Provide exceptional alumni Reunion support which includes:

- Manage the Reunion website and social promotion of event (which may include digital assets), providing well written and accurate communication in a timely manner
- Manage updates and edits to our event ticketing system ensuring accuracy of numbers and specific reunion deta

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