Events Manager

7 months ago

Waterloo, Canada University of Waterloo Full time

Overview:
The Events Manager is accountable for all facets of the School of Accounting and Finance (SAF) events. This includes event strategy, planning and coordination, marketing and communications, logistics, administration, budgeting, and evaluation. Events include but are not limited to faculty/staff/student awards events, co-op events, donor recognition, alumni events, student recruitment events, Advisory Council, etc.

**Responsibilities**:
Event Marketing and Communications including but not limited to:

- Developing the annual strategic plan for a roster of events that support the strategic objectives of the School of Accounting and Finance
- Developing and implementing an integrated communications plan for the promotion of events using both print and electronic media; manages and monitors web-based communication (promotion, registration, post-event feedback, etc.).
- Providing effective communication within the SAF to promote upcoming events and initiatives.
- Working with the Marketing & Communications (MarComm) team to develop and implement marketing and promotional materials.
- Identifying and overseeing online registration system for all events.

Event Programming
- Executing a calendar of events that includes award banquets, receptions, staff appreciation events, donor appreciation events, gift announcements and other special events that support the strategic objectives of the SAF
- Developing implementing, promoting, and evaluating current and new SAF-wide events.
- Supporting Advancement in developing and executing donor recognition and alumni events.
- Assisting the undergraduate recruitment team lead with event support, as required.
- Managing supplier relationships to ensure quality, budget and delivery objectives are met.
- Administering significant event budgets ($10,000 to $50,000 per event).
- Providing superior customer service to internal and external stakeholders.

Human Resources Administration, including but not limited to:

- Assigning and monitoring workload of assigned co-op student(s), as required.
- Recruit, train, and manage student volunteers to help with planning and delivery of events
- Engage students by empowering them to take on various responsibilities with respect to the set-up, execution, and clean-up of special events
- Ensures volunteers are provided with effective training and development programs and equipped with the right tools and resources to meet deliverables
- Ensures student input and feedback are gathered for student-focused events as part of the post event evaluation process

Risk management and administrative functions, including but not limited to:

- Ensuring all events/programs comply with FIPPA and AODA requirements, including requesting and maintaining consent forms (Image/Voice Release forms, Photography/Videography notices) from student participants and volunteers
- Ensuring all events/programs have comprehensive Emergency Action Plans (EAP)
- Work with partners to ensure risk is mitigated at all events (Campus Response, Safety Office, Police Services)
- Serving as a resource to SAF team leads with regard to special events in the SAF
- Providing direction and advice to student groups within the SAF regarding student-run events
- Maintaining a database of vendors, suppliers, and clients
- Creating event reports
- Other duties as assigned by the Associate Director, Marketing & Communications

Qualifications:

- University undergraduate degree preferred or equivalent combination of education and experience. Additional education or training in events management or public relations an asset.
- Minimum of 4 years of event management experience with demonstrated experience in managing and promoting large-scale and high-profile events.
- Demonstrated track record of event management as part of the marketing, communications and/or public relations team.
- Disciplined approach to planning and project execution with exceptional attention to accuracy and detail.
- Independent judgment in areas of time management, task prioritization and decision-making.
- Proven ability to multi-task, manage a large volume, conflicting priorities, and deadlines.
- Exceptional verbal and written communications skills.
- Project management experience with a demonstrated ability to manage concurrent projects under tight deadlines.
- Proven leadership and volunteer management experience.
- Experience developing, monitoring, and managing budgets.
- Proven success in managing multiple and complex projects involving many stakeholders.
- Experience with technology platforms, such as MS Teams, WebEx, Zoom and other 3rd party event software.
- Scheduling and coordination expertise with a focus on virtual event logistics and experience deeply rooted in best practices.
- Reporting expertise for pre
- and post-events including registration, attendance, general product metrics and event surveys.
- Independent judgement in areas of time management, task prioritization and decision making

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