Conferences & Special Events Coordinator

2 months 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:

- Organizes details of events such as conferences, seminars, workshops, receptions and reunions. Organizes, distributes and verifies the work of others, and participates in their training.
- Liaises with client to determine requirements and discuss arrangements. 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. Receives papers to be presented. Ensures they are edited and submitted to appropriate publication.
- Promotes and provides information on University facilities and services. Provides quotations for clients. Contacts and recruits volunteers for certain events.
- 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. Discusses adjustments to invoices for unsatisfactory services.
- Makes recommendations to supervisor concerning new contracts or renewals with suppliers of contracted services. Monitors operation of services according to agreements. Verifies accuracy of commissions.
- Maintains an inventory of materials and supplies appropriate to the activities of the unit. Places orders to replenish stock.
- Monitors and administers operating funds and accounts. Reviews statements of expenses and revenues. Prepares budgets according to guidelines. Compiles data and prepares reports and statistics.
- Work processes drafts, correspondence and reports. Composes correspondence and reports. Attends committee meetings and takes minutes.
- Ensures proper maintenance of the unit’s filing system.
- Uses equipment such as a personal computer, printer, telephone, photocopier, fax machine, typewriter, overhead projector, and other office equipment.
- 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 project management experience with proven ability to prioritize, multitask and meet multiple deadlines. Experience in budgeting, reporting and expense reports. Proven ability to coordinate arrangements for events and meetings. Excellent organizational and time management skills. Resourceful, client focused and service oriented. Demonstrated accuracy and attention to detail. Good computer skills (Word, Excel, PowerPoint). Experience with Microsoft Publisher and Access (or other database platforms) and experience working with MyCourses would be considered strong assets. Excellent communication skills, written and verbal. Ability to communicate in both English and French.
- McGill University is an English-language university where day to day duties may require English communication both verbally and in writing._
- Minimum Education and Experience:

- DEP - Office Systems 3 Years Related Experience / DEP - Secretarial Studies

Hourly Salary:



(MUNACA Level F) $28.56 - $35.40
- Hours per Week:

- 33.75 (Full time)
Supervisor:

Administrative Officer
Position End Date (If applicable):

Deadline to Apply:

- 2023-03-05
- ._



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