Event Coordinator

1 week ago

Toronto, Canada University of Toronto Full time

**Date Posted**:01/24/2024
**Req ID**: 35753
**Faculty/Division**: VP - Division of University Advancement
**Department**: Alumni Relations
**Campus**: St. George (Downtown Toronto)
**Position Number**: 00056081

**Description**:
**About us**:
The Division of University Advancement (DUA) aims to sustain and enhance the University’s academic mission, leadership, and worldwide impact, by engaging alumni and private sector constituents meaningfully in the mission of the University, building mutually beneficial relationships of increasing value and satisfaction over time.

DUA at the University of Toronto is engaged in a transformative agenda deeply rooted in the University’s vision for growth and innovation. We are focused on growing fundraising efforts; enhancing the effectiveness and satisfaction of alumni engagement and programs; building advancement talent capacity within and across divisions and creating an organization and culture that fosters diversity and inclusiveness.

**Your opportunity**:
Reporting to the Manager, Advancement Events and working as a member of the Advancement Events team in DUA Alumni Relations, the Event Coordinator plays a major role in delivering high quality, professional advancement related events. The Event Coordinator will work independently and be responsible for the co-ordination and management of a variety of events and special projects.

The incumbent works closely with partners across the University to analyze their event needs and proactively build relationships with program managers, speakers, and university executives, to understand their requirements r and feedback. The Event Coordinator effectively communicates event concepts and objectives through the development of guest experience decks to pitch event ideas and venue proposals that are responsive to the needs of University partners. The incumbent will be responsible for preparing detailed event materials and briefing senior University leadership on their role in the event.

The Event Coordinator will ensure administration and logistics are completed in an efficient and professional manner, effecitvely communicating eventprogress and managing the execution of events from beginning to end. The Event Coordinator oversees all event logistics including budgets, catering, room bookings and audiovisual needs. The Event Coordinator will maintain regular and open communication with vendors, discussing requirements, timelines, expectations and feedback.

The Event Coordinator is also responsible for clear and effective event communication including through invitations, registration web pages and correspondence with invitees and registrants. The incumbent also has knowledge and experience delivering large-scale and complex programming digitally and helps advance the University’s priorities through online engagement.

**Your responsibilities will include**:

- Conceptualizing, organizing and executing event activities
- Acting as the first point of contact for event-related enquiries
- Building and strengthening relationships with stakeholders and partners of strategic importance
- Overseeing the implementation of event plans and activities
- Liaising with clients and vendors to resolve minor complaints and address issues
- Resolving issues that may occur during events and escalating problems as required
- Conducting post-event evaluation, analysis and recommendations for changes
- Creating and editing documents (ex. briefing notes)

**Essential Qualifications**:

- Bachelor's Degree or acceptable combination of equivalent experience.
- Minimum three (3) years relevant experience; events coordination and planning; proven successful experience with special events, managing volunteers and committees.
- Experience with conceptualizing, implementing and managing event plans from beginning to end.
- Experience with common online event platforms such as Zoom or MS Live.
- Excellent customer service skills are essential.
- Ability to influence internal and external stakeholders to achieve a desired outcome.
- Ability to communicate event concepts and ideas and prepare proposals.
- Strong organizational and time management and multi-tasking skills required.
- Proven ability to work independently and co-operatively on a team.
- Flexibility and the ability to adapt to changing circumstances, with on-the-fly thinking.
- Strong administrative skills; accuracy and attention to detail.
- Proven ability to prioritize a large volume of work in a fast-paced, high performance team environment.

**To be successful in this role you will be**:

- Courteous
- Diplomatic
- Multi-tasker
- Organized

**Closing Date**: 02/02/2024, 11:59PM ET
**Employee Group**: USW
**Appointment Type**: Budget - Continuing; **We are hiring for 2 openings.**
**Schedule**: Full-Time
**Pay Scale Group & Hiring Zone**:
**Job Category**: Administrative / Managerial
**Recruiter**: Fiona Chan

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