Conference & Events Coordinator

**Position Summary**

The Conference and Events Coordinator is responsible for planning and execution of internal and external conferences and events on campus. The Coordinator is the main point of contact for conference and event reservation, planning, and facilitation related matters.

**Duties and Responsibilities**
- Provide administrative direction and support for conference and event reservations, residence accommodations, food service, security, parking, technical A/V support as well as working with third party vendors.
- Oversee and facilitate reservation requests in specialized event management software.
- Point of contact for conference and event related inquiries.
- Responsible for following up with clients regarding outstanding accounts and aged receivables.
- Oversees and manages internal events by planning and executing decor, ensuring that each event is visually appealing and aligns with the organization’s standards and themes.
- Proactively seeks conference and event rental opportunities on campus by conducting market research, identifying potential clients, and engaging in outreach efforts to establish and maintain relationships with external organizations.
- Coordinates the flow of information within the Campus Services department and ensures effective communication with other departments and organizations.

**Qualifications**
- Education and Experience_
- High school diploma or equivalent is required.
- Event planning program or equivalent education is preferred.
- Experience working in an office or similar environment is an asset.
- Skills_
- Proficient in Microsoft Office.
- Organizational Skills
- Time management: juggling multiple tasks and deadlines
- Detail orientation: ensuring nothing is overlooked from logistics to guests
- Multitasking: managing vendors, schedule and attendees simultaneously
- Communication Skills
- Verbal & Written: clear interaction with clients, vendors, and attendees
- Interpersonal: building relationships and resolving conflicts diplomatically
- Problem Solving Abilities
- Crisis management: handling last minute changes or emergencies calmly
- Adaptability: adjusting plans quickly when things do not go as expected
- Marketing and Promotion
- Social media and digital marketing: promoting events online
- Public relations: managing the University event’s public image
- Technical Proficiency
- Event management software: able to work with the tools available
- AV knowledge: understanding basic audio-visual setup requirements
- Leadership and Team Management
- Delegation: assigning tasks effectively
- Team coordination: leading volunteers or staff
- Motivation: keeping the team focused and organized
- Personal Characteristics_
- Be in agreement with the Ambrose mission and statements of faith.
- Must have a quality of spirit that is reflected in a growing relationship with God and interpersonal relationships.
- Sensitive and able to work with a diversity of people and cultural groups.
- Positive, enthusiastic, and friendly attitude and disposition.
- Mature and dependable.
- Other_
- Able and willing to work evenings and weekends as needed.

**Additional Information**
- Ambrose Employees agree to uphold and sign the University’s Statement of Faith upon initial appointment and to govern the conduct of their work in accordance therewith.
- Employment is contingent upon satisfactory background criminal check and academic transcripts.

**Job Type**: Part-time

Expected hours: 25 per week

**Benefits**:

- Dental care
- On-site parking
- Paid time off
- RRSP match
- Vision care

Schedule:

- Monday to Friday
- Weekends as needed

Work Location: In person