Conference & Special Events Coordinator
1 month ago
Please refer to the
job aid for instructions on how to apply.
Position Summary:
Under the direction of the immediate supervisor, organizes details of events such as conferences, seminars, workshops, and reunions. Organizes, distributes and verifies the work of others and participates in their training. Liaises with client to determine requirements. Coordinates all arrangements and ensures the smooth functioning of these events. Maintains records. Monitors and administers operating fund or accounts.
Major Duties and Responsibilities:
Coordinates all arrangements such as locations, room bookings, setups, cleanliness, staffing, seating, food and bar service and equipment rentals. Prepares items such as name tags, lists of attendees and agendas.
Maintains records concerning eligible or potential attendees. Obtains lists and other data. Verifies, arranges, and reviews data. Types, proofreads, edits, assembles and disseminates mailings. Coordinates typesetting, printing, and mass mailings.
Liaises with speakers. Makes travel and hotel arrangements. Prepares travel expense reports for reimbursement of speakers.
Attends events to monitor arrangements and ensures smooth functioning of all
activities. Liaises with facilities personnel and suppliers of contracted services.
Solves problems that arise during events. Liaises with appropriate units regarding security services and safety regulations.
Collects and deposits fee payments. Monitors costs. Verifies accuracy of all expenses.
Maintains an inventory of materials and supplies appropriate to the activities of the unit. Places orders to replenish stock.
Reviews statements of expenses and revenues. Prepares budgets according to guidelines. Compiles data and prepares reports and statistics.
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:
- Demonstrated organizational skills and proficiency in prioritizing and meeting weekly and monthly deadlines.- Takes initiative, works autonomously and as part of a team.- Demonstrated ability to multitask with strong attention to detail and demonstrated ability to transmit and receive information accurately.- Knowledge of McGill finance systems- Proficiency in a PC environment using word processing software, spreadsheets, database and presentation software.- At ease working in an online or hybrid environment. Availability to work occasionally during evening or weekend events.- Knowledge and proficiency with Eventbrite and Zoom.- Knowledge of French and English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level # 3 on a scale of 0-4.
Other information: This is a maternity leave replacement. Contract ending September 30, 2024.
Testing may be administered.
- 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:
- 33.75 (Full time)
Supervisor:
Events Officer
Position End Date (If applicable):
2024-09-30
- Deadline to Apply:
- 2024-04-30
- ._
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