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Special Event Services Coordinator

1 week ago


Oakville, Canada Sheridan College Full time

Reporting to the Director, Institutional Events, Ceremonies and Protocol, the incumbent ensures high quality and professional image for Sheridan by effectively managing the overall execution of special events including planning, coordinating, executing and evaluating a variety of large, key, complex external and internal corporate and special events.

**What You’ll Be Doing**
- Event coordination;
- Designing and planning the physical, visual and sound components of events to ensure Sheridan’s quality reputation is enhanced, as well as implementing setup to meet such equipment requirements;
- Planning events that comply with all legislation, policies and guidelines of Sheridan, following risk management protocols and ensuring adequate liability insurance coverage and overcoming obstacles that may present themselves;
- Planning, developing, implementing, and recording logistics to ensure events are successfully produced in a timely and professional manner (including pre-planning and post-evaluation);
- Coordinating guest lists and ensuring detailed protocol appropriate to public and private VIP representatives and guests;
- Coordinating event invitation and participant lists, food service arrangements, menu planning, decorative and table setup, nametags, gift bags, seating cards, parking permits, etc.;
- Tracking RSVPs, tickets and attendance, coordinating special arrangements or equipment (props, gifts, plaques, awards, etc.);
- Liaising with suppliers to ensure contracts are fulfilled in the execution of an event and to ensure suppliers are meeting timelines and quoted pricing;
- Preparing detailed event script for key speakers which include background information, itinerary of event and draft comments for delivery by the President, the Vice Presidents, College officials and other dignitaries on a minute-to-minute basis for major events;
- Developing marketing and communications plans around events to ensure that each event attracts the widest relevant audience, that the objectives of the event are understood by all parties and that the event enhances Sheridan’s overall corporate strategic objectives;
- Ongoing event management planning;
- Under the direction of and in collaboration with the Manager, Special Events, Ceremonies and Protocol, and occasionally in collaboration with other staff within the department or in other departments, the incumbent plans and develops an annual complex schedule of simultaneous Sheridan activities, plus ad hoc activities, including events for internal and external communities for public relations, community building and other purposes;
- Events include but are not limited to convocation, business partnership signings, opening ceremonies, ceremonies such as Remembrance Day, local, national and international visiting delegation events, community events, Internal events such as the annual Spirit Day Event;
- Planning, coordinating, executing and evaluating a variety of events, ensuring event objectives are articulated and addressed, details are effectively and appropriately managed and that learnings are collected and applied to future plans;
- Includes objective settings, event briefs, critical path and strategies;
- Event planning services to other departments within Sheridan;
- Providing leadership and acting as a consultant to Sheridan departments, faculties and programs planning their own events;
- Scheduling of space and resources;
- Incumbent is responsible for the approval process for the booking of internal spaces (hallways, atriums, tables, chairs, etc.) at the college for use by students and schools for events and projects and ensuring that all health and safety and fire codes are adhered to.
- Performing other related duties as assigned.

**About You**

You have the skills and knowledge to work with an increasingly diverse student and staff population as well as a proven commitment to **anti-oppression, equity, and inclusion.**

You have a **client service focus**with an aptitude to make connections, support others, provide excellent **customer service**and might identify as a **community builder.**

You demonstrate excellent **judgement**, creative **problem-solving**skills and **conflict resolution** skills.

You have excellent **written and verbal communication skills**, and ability to present to diverse audiences and communities.
- 2-year Diploma in Events Management, Business, Public Relations or related field;
- Minimum of 5 years of practical experience with large scale (100+ people), complex conference and event planning, execution and project management;
- Preparing preliminary quotations and event budgets, invoicing and processing financial materials in a timely fashion;
- Ability to remain calm and function effectively in stressful situations;
- Experience working independently and solving a wide range of problems
- Ability to work under pressure, handle several projects at once and meet deadlines;
- Exposure to working with WIPs, dignitaries, MPPs, MPs