Events Advisor, Haskayne School of Business

5 months ago

Calgary, Canada The University of Calgary Full time

**Position Overview**

The **Haskayne School of Business** is currently seeking a Full-time Temporary Relief **Events Advisor **for approximately 10 months.

The Event Advisor is part of a dynamic team of event professionals, and the role requires a high level of customer service, a well-developed understanding of the events cycle and logistic requirements, and the ability to set their own priorities and deadlines. The Events Advisor will have access to highly sensitive and confidential information. There is a high volume of work with peak times and high stress factors driven by partner deadlines and priorities as well as the academic calendar. Regular work hours are Monday to Friday 8:30 a.m.4:30 p.m., however, due to the nature of events, the position can often require irregular work hours including early morning, evening or weekends.

**Position Description**

**Summary of Key Responsibilities** (job functions include but are not limited to):
Event Design and Execution:

- Works independently within a team environment to concurrently manage multiple events
- Has a thorough understanding of Haskayne's vision and mission to provide expertise on event delivery to meet strategic objectives
- Works with Haskayne partners to design, coordinate and execute logistics for faculty events which may include budget support, venue selection, policy reviews, equipment management, supplier engagement, event design, event invitation distribution, attendance tracking, providing on-site logístical support and post-event debriefs
- Works with internal marketing and communications teams to ensure events are designed and promoted collaboratively within the established project request process
- Creates, updates and distributes event-related documents while adhering to project management best practices
- Recommends and executes sustainable events in alignment with team guidelines and University of Calgary goals
- Proposes innovative approaches to events that may influence best practices, save time and/or money and create more effective procedures
- Liaises and maintains positive relationships with external suppliers and with internal groups, suppliers and stakeholders
- Maintains an archive of statistics and event information on which to base future decisions and budgeting
- Provides advice to internal partners on how to use events to successfully achieve strategic objectives
- Maintains awareness and knowledge of relevant University of Calgary policies with specific regard to events (e.g. alcohol, social events, special events, fire code, gifts, etc.)

Administration:

- Maintains and distributes the Haskayne event production calendar on a regular schedule
- Maintains the Haskayne events equipment calendar
- Books requests for the Mathison Hall Event Centre in Ad Astra
- Books set/strike teams for events in Mathison and Scurfield Halls and ensures the invoice is coded to the appropriate area
- Holds and reconciles the team credit card
- Helps to steward contracts through the supply chain signing process
- Manages the event set/strike matrix

Stakeholder Relations:

- Develops and maintains positive working relationships with internal/external partners, students, faculty and staff to ensure event success and the positive reputation of the school
- Develop and maintain positive, high-trust relationships with other team members and actively participate to ensure the success of the team

Technology:

- Learns and maintains skills to successfully use event management software (e.g. Ad Astra, Qualtrics) for the benefit of the school and in support of institutional goals
- Is comfortable with setting up and hosting Zoom webinars, speaker dry runs and meetings
- Working knowledge of the Microsoft suite (e.g. Word, Excel, Outlook, PPT)

Student Club Event Processes:

- Attends student club event planning meetings as needed and provides templates and logístical advice to student club event planning teams in relation to best practices and policies, budgets, event plans etc.
- Works with the Haskayne Student Success team to provide logistics approval for student club events as part of the Haskayne/Students' Union clubs processes
- Becomes familiar with the student club process through the Students' Union

**Qualifications / Requirements**:

- Minimum two years of recent event-related experience is required (within the last three years)
- Completion of an undergraduate degree, certificate or diploma in event management, business, strategic management or project management is an asset
- Previous experience working in a post-secondary environment is an asset
- Knowledge of Destiny One, Qualtrics and/or Ad Astra is an asset
- Exercising leadership and good judgment in a changeable environment is required
- Observing ethical principles in keeping with the University's mission and values and in accordance with other professional standards as well as Freedom of Information and Protection of Privacy (FOIP) legislation is required
- Ability to w

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