Communications & Marketing Department-events

2 months ago

Oshawa, Canada Ontario Tech University Full time

**Communications & Marketing Department-Events Co-ordinator - Limited Term**

**Tracking Code: req1099**

**Faculty/Department**: Communications and Marketing Department

**Number of Positions**:1

**Appointment Type**: Limited Term

**Hours of Work**: 35 hours per week

**Salary Range**:Level 8 - Starting Salary, Step 1 $62,834

**Posting Date**:April 24, 2024

**Closing Date**: May 8, 2024

**Job Summary**: The Events Co-ordinator provides a leadership role in planning, coordinating, and executing special events for the university. The Events Co-ordinator is responsible for planning multiple events, with special attention given to the individual requirements and unique needs of each event; liaising with onsite service departments and external vendors to secure support and services; overseeing event co-ordination to ensure each event runs smoothly; and troubleshooting problems as they arise. The Event Co-ordinator is expected to project a polished and professional image of the university and ensure the university’s brand and key messages are portrayed to all stakeholders.

**Nature of work**:
This position reports to the Director, Marketing & Creative Brand.

The working environment includes:

- Occasional travel to on-and off-campus locations.
- Regular office work with opportunities to work-from-home.
- Some evening and weekend work may be required to run virtual events as well as travel to locations in Durham Region, Northumberland County and elsewhere in the GTA.

***Responsibilities/accountabilities**:
**1.** **Co-ordination and planning for External Relations events**:

- Provide leadership, coordination, and execution of corporate events such as, pan-university anniversary events, government announcements, corporate partnership announcements, cultivation events, Senior Leadership driven events (virtual town halls, webinars), and dignitary visits.
- Provide event support (both in-person and virtual) for events initiated by other departments such as Orientation, gift announcements, robotics competitions and faculty-driven events (some of which are open to the public).
- Discusses purpose, content and messaging of the event to create and present event plans.
- Delegates tasks to committees and co-ordinates multiple stakeholders.
- Ensure all event related activities meet or exceed Ontario Tech standards, such as booking facilities, arranging catering, coordinating the development, distribution and tracking of invitations and guests, arranging for tents, tables, linens, floral and AV requirements and that the event site is clean prior to set-up and after tear down.
- Coordinate external use of facilities as requested/required.
- Develop and maintain corporate mailing lists and integrate several mailing lists to customize for special events.
- Develop and adhere to the event budget, obtain quotes, and prepare and submit Purchase Orders as per the university’s procurement policy and procedures.
- Experienced in following government event protocols and conversant in the university’s mission, values, strategic plans, policies, and procedures.
- Ability to respond to sensitive matters or situations with discretion, tact, and confidentiality, particularly with high-profile donors, government representatives, corporate sponsors, and other event guests.

**Event Execution**:

- Sets up virtual event platforms and trains contributors as needed.
- Gathers and transports event materials to event locations.
- Completes and oversees event setup prior to guest arrival, venue set-up, branding, décor, audio visual, catering, registration, and reserved seating.
- Provides leadership to event host, service provider staff and speakers.
- Ensures service providers are providing service as arranged and directs/ clarifies/ troubleshoots problems as they arise.

**Support Services for Internal Events**:

- Works with event lead on event coordination.
- Provides advice and expertise on best practices, guidance on procedures, arranging for services and logistics on other behalf.

**Inventory Management**:

- Maintains inventory of event resources.
- Coordinates loaning out event materials to other event organizers.
- Monitors condition and quantity of materials/resources and replaces as needed.
- Purchases new event resources as required.

***Work Study and Placement Students**:

- Recruit, hire, train and assign project work to work study students.
- Provides leadership and manages minor issues directly with students.
- Co-ordinates and approves work hours.

**Required Skills**:

- Superior ability to organize and oversee event planning, details and execution.
- Ability to execute or learn new skills in the virtual event planning environment.
- A highly organized and strong communicator that is able to work collaboratively as a teammate but also able to work independently and with mínimal direction.
- Aptitude for working in a diverse environment; ability to interact with a wide variety of constituencies successfully.

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