Events Coordinator

2 months ago


Montréal, Canada Concordia University Full time

**Position Number**: 50000964 / P4548A
**Department**: Event Services Administration
**Grade**: GR10
**Campus**: Sir George Williams (Downtown)

**Salary**: $33.61 - $40.47 per hour
**Union/Association/HR Policy**: CUSSU

**Posting deadline**: May 5, 2023

Recognized as Canada’s top university under the age of 50, and one of Montreal’s top Employers, Concordia University is the place to be if you are looking to grow, contribute and innovate in a dynamic and multicultural environment.

Be part of a community that addresses society’s big challenges, supports your personal and professional growth, and makes a real impact in building a more sustainable world.

As a member of our community, you will have access to comprehensive benefits, a defined pension plan and numerous on site well-being facilities such as a state of the art gym and health clinic as well as a variety of educational and cultural opportunities.

**SCOPE**
Reporting to the Manager, Conference Services, the incumbent acts as a consultant to clients on all event-related matters and oversees the planning and execution of their needs by acting as a liaison between the client and a wide variety of services in order to successfully promote events at Concordia. The incumbent also provides solutions to better meet client and departmental needs in line with departmental strategic goals.

**PRIMARY RESPONSIBILITIES**
- Contribute to the implementation of the departmental goals; strategies; special project assignments and business opportunities within Hospitality Concordia.
- Partake in further development and continuous improvements of departmental processes; recommend improvements to increase efficiencies and customer satisfaction.
- Oversee event management planning of a multitude of events; academic and non-academic related for Faculty/Staff; campus life activities for Students; Corporate, Conferences, and social activities external members both in-person and online. Support Faculties in Outreach Programs for local, national and international Academic Conferences, to be promoted and hosted by Concordia University. Meet with clients and provide consultation on event-related matters, protocols and policies; advises on government regulations to ensure University image is upheld; propose concepts; locations, direction and presentation in accordance to the client’s budget, timeframe and objectives.
- Oversee document management; handle contracts/negotiations for external clients; ensure adequate liability insurance coverage, and that Concordia terms and conditions are addressed; obtain necessary permits in accordance with government agency regulations; ensure that all necessary waivers to perform event-related activities are completed; evaluate results and drafts post-mortem reports; makes certain that all financial and event-related documents have been dealt with.
- Provide a one-stop-shop for client events by planning and overseeing all logístical matters; liaising with internal and external suppliers such as Facilities Management, Caterers, IITS, Decorations, Equipment rentals, Regie des alcools, Entertainment and signage. Recommend an array of activities and suitable solutions to best meet client needs. Manage event budget and centralizes all event-related charges for the client. Personally supervise onsite execution of services rendered by suppliers; be present and available during the event to provide assistance to client, as well as problem-solve to ensure successful proceedings.
- Monitor event activities in order to ensure compliance with applicable regulations and laws; ensure satisfaction of participants; identify potential risks and resolution of any problems that arise in collaboration with the appropriate department.
- Responsible for casual support staff: provide direction and training; evaluate performance, assign and schedule duties.

**REQUIREMENTS**
- Diploma of Collegial Studies (3 year technical DEC), preferably in Business Administration and/or Tourism, and a minimum of two to four years of experience in the Hospitality/Tourism Industry, with a focus on Event Planning.
- Knowledge of Reservation and Event Management Systems
- Experience in planning medium and large scale conferences.
- Experience in preparation of client proposals and contract.
- Excellent interpersonal, communication skills, experience in negotiation skills and in fostering relationships with suppliers.
- Superior organizational and planning skills with the ability to multi-task and establish priorities and meet deadlines.
- Good knowledge (Level 4) of spoken and written English and French in order to communicate effectively with internal and external clients and contact.
- Good knowledge (Intermediate level) of Outlook, Word, Excel.
- Ability to work with mínimal supervision autonomously and also as part of a team.
- Ability to work flexible hours (nights and weekends), as may be required.

Concordia University is an English-language institution of higher


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