Event Specialist

SAIT’s **Commercial Services**department manages ancillary services for the institution ranging from student residences and campus parking, handling internal and external conference and event services, and coordinating external providers responsible for food services, graphic design and printing needs. Commercial Services underpins daily life on the SAIT’s campus. If you’re looking to join this unique team — and this opportunity gets you excited — we want to meet you.

**The Opportunity**

The Event Specialist is responsible for planning, coordinating, and executing high-level institutional events, weddings, corporate gatherings, and academic conferences at SAIT. The role requires leveraging administrative, organizational, and marketing expertise to ensure seamless event delivery while incorporating social media strategies to enhance event visibility.

**Key Responsibilities**:
- ** Event Planning and Coordination**:

- Lead and/or support in the comprehensive planning, coordination, and execution of major institutional events organized by SAIT
- Promote and sell event spaces for weddings, conferences, corporate events, and other occasions, showcasing SAIT’s facilities and services to potential clients
- Coordinate event logistics, including venue selection, contract negotiations, equipment rentals, catering arrangements, and transportation coordination
- Coordinate the preparation of event materials, including presentations, agendas, signage, and other collateral.
- Coordinate on‐site event support, including set‐up, registration, attendee management, and troubleshooting issues as they arise
- Collaborate with internal stakeholders, such as faculty, staff, and student groups to gather event requirements and ensure successful event execution
- Create new ideas and proposals for major events
- **
Administrative and Operational Support**:

- Manage calendars, schedule meetings, handle event‐related correspondence for all events, and support the day‐to‐day tasks of the Event Services team
- Efficiently manage event inventory levels by conducting regular audits and implementing accurate tracking systems to ensure optimal stock levels
- Coordinate the maintenance of event databases and records, ensuring accurate and up-to-date information for reporting and analysis purposes
- **
Technology and Software Utilization**:

- Learn and adeptly utilize software platforms such as Social Tables and StarRez to facilitate event planning, guest management, and logistics coordination
- **
Social Media and Marketing**:

- Create and coordinate social media and marketing strategies to promote events, manage social media accounts, and engage with online communities for increased event visibility for Event Services
- Coordinate the management of social media accounts during events by providing live updates and engaging with attendees
- **
Sustainability and Community Engagement**:

- Collaborate with the Office of Sustainability to spearhead and oversee the integration of environmentally sustainable practices within the organization, ensuring adherence to green initiatives and standards
- Facilitate and coordinate student engagement initiatives by proactively identifying and creating opportunities for students to volunteer, fostering a sense of community involvement and active participation in events
- **
Budget and Evaluation**:

- Budget management and expense tracking for all events, ensuring adherence to allocated resources
- Coordinate post‐event evaluations and collect feedback to assess event success and identify areas for improvement

**Qualifications, Certifications or Designations**:
- ** Minimum**:

- Relevant post‐secondary education. Diploma in Business Administration or equivalent preferred
- **
Preferred**:

- 5+ years of event planning experience
- Knowledge of SAIT and its programs, services, and stakeholders are an asset
- Strong organizational and time management skills, with the ability to prioritize tasks and coordinate multiple projects simultaneously
- Proficiency in learning new software platforms, and prior experience using event management software
- Excellent written and verbal communication skills, with the ability to interact professionally with stakeholders at all levels
- Attention to detail and a high level of accuracy in coordinating work outputs
- Ability to coordinate work independently and collaboratively in a fast‐paced, deadline‐driven environment
- Strong problem‐solving and critical‐thinking abilities, with a proactive approach to coordinating and resolving issues
- Proficiency in event management software
- **
Special Requirements**:

- Flexibility to coordinate evenings and weekends, as required by event schedules

**Skills Required**:
- Strong communication skills
- Strong organizational and time management skills
- Proficiency in social media strategy development
- Exceptional problem-solving and critical-thinking abilities

**Job classification**: A5904 - Administrative Assistant II