Event Coordinator

4 weeks ago

Waterloo, Ontario, Canada University of Waterloo Full time
Event and Operations Coordinator

The University of Waterloo is seeking a highly organized and detail-oriented Event and Operations Coordinator to join our team. As a key member of our Communications and Strategic Initiatives (CSI) team, you will be responsible for planning and executing all IQC events, as well as coordinating activities within the team.

Key Responsibilities:
  • Coordinate internal meetings and tours with government, corporate, and university officials, preparing materials as needed.
  • Provide administrative support to the CSI team, including booking travel, facilities, and catering, preparing presentations and reports, and attending to special requests.
  • Support the team's finance and budgeting process, including assisting with budget preparation, processing vendor invoices, and creating purchase orders.
  • Manage logistics, including space management, vendor management, and financial support.
  • Assist with event planning, execution, and wrapping-up, including pre-event planning, managing logistics, and post-event activities.
  • Manage the Undergraduate Research Award (URA) program, including bringing students from around the world to do summer research with IQC faculty.
  • Prepare internal communications and weekly emails, maintaining the IQC database and mailing lists, and executing all IQC mailings.
  • Manage the CSI equipment needs and order supplies and marketing materials.
  • Facilitate bookings of IQC meeting rooms and manage internal and external bookings of the Multi-purpose room.
Qualifications:
  • Completion of a Bachelor's degree or equivalent.
  • Diploma in Office Administration, Business, or related field is an asset.
  • 3+ years of experience in progressively more responsible event management and planning roles.
  • 3+ years of experience in administrative and operations roles.
  • Preference given to candidates with work experience in an educational institution.
  • Experience in a complex, dynamic, and fast-paced environment.
  • Experience in a research or academic environment is an asset.

The ideal candidate will possess outstanding organizational skills, coordination skills, and project management skills, with the ability to build agreement without relying solely on authority. They will also be able to quickly assimilate information and analyze data, with outstanding verbal and written communication skills and a proven record in demonstrating tact, judgment, and diplomacy.

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