Events and Communications Specialist

7 months ago

Hamilton, Canada McMaster University Full time

**Schedule**
Monday - Friday 8:30 am - 4:30 pm

**Education Level**
- Bachelors Degree in Marketing, Communications, or a related field.
- Completed or working towards Events Management Certificate.

**Career Level**
Requires a minimum of 3 years related experience

**Department Description**:
Science Career and Cooperative Education (SCCE) has a vision to see every McMaster Science student reach their career potential and have a meaningful impact on the world. We approach this challenge from a stakeholder-informed perspective and the core values of equity, diversity, inclusion, and Indigeneity (EDII). We develop and support the career aspirations of over 8000 undergraduate students and 800 graduate students, representing the largest Faculty in one of the world’s top universities.
Keeping pace with the rapid changes in our environment, we’re embarking on a transformational project that will equip our Faculty of Science students with the skills and competencies needed to ensure they transition easily from education to career and excel in their chosen career. This is an exciting opportunity to play your part in positively impacting the lives and career trajectories of McMaster science graduates, who will go on to solve the problems of our world.
We need to engage our students as participants in this exciting journey. We need an Events and Communications Specialist who can ensure we engage students as collaborators and participants in our journey.
We are especially interested in working with someone who is as excited about this transformation as we are and knows how to engage students

**Job Summary**:
Responsible for all aspects of developing, implementing, and evaluating an event/program experience and communication plan to support the success of the event/program. Works in close collaboration with the Manager as well as internal and external stakeholders. This position is responsible for large
- scale events and stakeholder involvement.

**Accountabilities**:

- Develop, coordinate and implement a strategy and work plan for the successful delivery of an event/program and related communication plan.
- Work collaboratively with internal and external stakeholders to strategically develop and research the required infrastructure for events such as equipment, room rentals, software solutions, contingency plans etc.
- Develop and execute event logistics plans including (but not limited to) registration, venues, space, crisis management protocol, set up and take down of all events, marketing coordination and the recruitment and training of all volunteers and staff involved.
- Prepare and present a final written comprehensive report (debriefing) addressing event logistics, event experience outcomes and recommendations for future events.
- Develop and implement an effective communication plan to maximize event participation and ensure communication is maintained during events.
- Assist in the preparation and design of communications, marketing, and dissemination tools for diverse audiences, internal and external to the University, in print and electronic formats.
- Compile and disseminate meeting materials and information packages. Research appropriate strategies and cultivate relationships targeted to building partnerships.
- Deliver and present information at a number of forums, information sessions, etc.
- Assists with needs assessment to ensure the needs of all stakeholders are being addressed in an efficient and effective manner.
- Research potential venues, availability and required equipment. Coordinate the use of all facilities and meeting spaces.
- Source pricing information to recommend best value for money, manage inventory and order supplies.
- Liaise with all suppliers of contracted services to ensure agreed upon services have been provided and accuracy of billings.
- Act autonomously and independently in making all necessary related decisions to ensuring the successful execution of events.
- Act at the key contact in a large-scale event to resolve problems or issues that may arise.
- Develop, cultivate and maintain good relationships with stakeholders including students, internal departments, partners and external stakeholders.
- Maintain all related documentation in regards to the events to ensure an audit trail and business continuity.
- Remain current in the area of event management, related social media and communication strategies.
- Provide event management and marketing advice to others.
- Prepare contingency plans in the case of inclement weather conditions and/or respond to other unforeseen event disruptions.
- Track actual expenditures and provide proper documentation to substantiate expenses and revenues.
- Complete financial forms such as travel expense reports, vouchers and purchase orders.
- Handle sensitive material in accordance with established policies.

**Supervision**:
Ensures adherence to quality standards and procedures for short-term staff (less than 12 months) and volunteer

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