Conference & Special Events Coordinator

1 month ago


Montréal, Canada McGill University Full time

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
- ._



  • Montréal, Canada McGill University Full time

    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....


  • Montréal, Canada McGill University Full time

    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....


  • 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...

  • Events Coordinator

    1 month ago


    Montréal, Canada YES (Youth Employment Services) Full time

    **Events Coordinator** **Founded in 1995, YES Employment + Entrepreneurship is a non-profit community-based organization dedicated to enriching the community by providing English-language support services to help Quebecers find employment and start and grow businesses.** Are you an experienced Events Coordinator ready to lead the planning and execution of...


  • Montréal, Canada Jegantic Group Full time

    **Administrative Coordinator - Special Events Team, JEGantic Group** Are you passionate about creating extraordinary dining experiences? Do you excel at organizing and coordinating events that leave a lasting impression? We have an exciting opportunity for a Restaurant Event Coordinator to join our exceptional team! JEGantic Group (Yoko Luna, Bord'Elle,...

  • Event Coordinator

    4 weeks ago


    Montréal, Canada Festival du nouveau cinema Full time

    Work Term: Temporary - Work Language: Bilingual - Hours: 40 hours per week - Education: Bachelor's degree - Experience: 2 years to less than 3 years - Film/cinema/video studies - Cinematography and film/video production - Art/art studies, general - Arts Management - Meeting and event planning - or equivalent experience **Tasks**: - Promote conference and...


  • Montréal, Canada Novisto Full time

    At Novisto, we are a technology startup that is growing rapidly. In order to ensure our employee experience, we are looking for a dynamic and empathetic professional to join our team. In this role, you will be in charge of overseeing the day to day office operations and to offer support to a variety of teams. You will also be responsible for events planning...

  • Events Coordinator

    1 month ago


    Montréal, Canada Concordia University Full time

    **Position Number**: 50000964 / P4548A **Department**: Event Services Administration **Grade**: GR10 **Campus**: Sir George Williams (Downtown) **Salary**: $33.61 - $40.47 per hour **Union/Association/HR Policy**: CUSSU **Posting deadline**: May 5, 2023 Recognized as Canada’s top university under the age of 50, and one of Montreal’s top Employers,...


  • Montréal, Canada L'Association d'études canadiennes et l'Institut Metropolis Full time

    _(English version follows)_ L'Association d'études canadiennes/Institut Metropolis est à la recherche d'un(e) Coordinateur/trice aux événements et aux communications à temps plein (35 heures par semaine), qui soit fortement polyvalent(e) et doté(e) de solides compétences organisationnelles, afin de rejoindre notre équipe qui travaille sur un certain...


  • Montréal, Canada CAE Inc. Full time

    Role and Responsibilities Passionate about your field? Looking for a work environment where you can collaborate with members from different teams and use a multitude of state-of-the-art technological tools? Do you care about customer satisfaction and doing your job well? Want to join a world class company and industry leader and be proud to contribute to...


  • Montréal, Canada CAE Inc. Full time

    Role and Responsibilities Passionate about your field? Looking for a work environment where you can collaborate with members from different teams and use a multitude of state-of-the-art technological tools? Do you care about customer satisfaction and doing your job well? Want to join a world class company and industry leader and be proud to contribute to...


  • Montréal, Canada La Fondation de l'Hôpital de Montréal pour enfants Montreal Children's Hospital Foundation Full time

    **POSITION: ADVISOR, SPECIAL EVENTS** **Status **:Full Time **Term**: August 2023 Are you looking for a great reason to get up in the morning? Do you dream of new and exciting challenges, while supporting some of Quebec's sickest children and their families in the most vulnerable moments of their lives? Are you a highly organized individual who enjoys...


  • Montréal, Canada McGill University Full time

    Please refer to the job aid for instructions on how to apply. Position Summary: In collaboration with the Manager of Building Services, Grounds and Special Events will assist in providing support in the delivery of services for events at McGill University. Will supervise custodial, grounds and events support staff assigned to special events within widely...


  • Montréal, Canada Regroupement Taktik Inc Full time

    Work Term: Casual - Work Language: English or French - Hours: 20 to 40 hours per week - Education: No degree, certificate or diploma - Experience: Experience an asset **Work setting**: - Sport venue - Sports **Number of participants**: - Up to 10 participants **Tasks**: - Develop media strategies and public relations activities - Recruit, hire and...


  • Montréal, Canada United Nations Full time

    Languages and Publications (LP) promotes and coordinates the activities of the ICAO Multilingualism Strategy; provides interpretation, translation, editorial and programme support services in the six ICAO working languages (Arabic, Chinese, English, French, Russian and Spanish); it also responsible for the logístical arrangements related to the organization...


  • Montréal, Canada CAE Inc. Full time

    Role and Responsibilities Passionate about your field? Looking for a work environment where you can collaborate with members from different teams and use a multitude of state-of-the-art technological tools? Do you care about customer satisfaction and doing your job well? Want to join a world class company and industry leader and be proud to contribute to...


  • Montréal, QC, Canada CLevelCrossing Full time

    Manager Governance Office of the President amp CEO Manager Governance, Office of the President & CEO-MON18053 is a global leader, creating innovative and game-changing planes. Our products and services provide world-class transportation experiences that set new standards in passenger comfort, energy efficeincy, reliability and safety. This role is located...

  • Event Coordinator

    1 month ago


    Montréal, Canada Depanneur La Frontiere Full time

    On-site Event Coordinator A non-profit multicultural center is looking for an energetic and dynamic event coordinator to manage all on-site events. This is a newly established role that used to be part time. The organization has a family vibe environment and is very welcoming. You would be part of a small, hands-on team, working closely with all the clients...

  • Events Manager

    4 weeks ago


    Montréal, Canada National Judicial Institute Full time

    The National Judicial Institute (NJI) is an independent, bilingual, not‐for‐profit organization, based in Ottawa and Montreal, with a mandate to coordinate and deliver educational programming to members of the judiciary across Canada. Internally, a team of lawyers assists judicial education planning committees on matters of content and pedagogical...


  • Montréal, Canada McGill University Full time

    Please refer to the job aid for instructions on how to apply. Position Summary: Reporting to the Administrative Officer, the incumbent will be responsible for the promotion and presentation of a consistent brand of the Institute through the website and social media, and various prizes and the academic program. Foster long-term relationships with...