Meeting & Event Coordinator

**A Day in the Life **

Reporting to the Manager, Conference and Event Services, the Meeting and Event Coordinator is responsible for planning and organizing the smooth operation of events, conferences, tradeshows, and performances. The Meeting and Event Coordinator will assist in the implementation of marketing and communications plans and promotional materials to increase sales in support of the achievement of annual departmental revenue targets. Critical responsibilities include overseeing internal Brock University conferences and events, coordination of day meetings, overseeing inventory of equipment and supplies, overseeing social media and website, and continuously seeking new ways to enhance the customer experience.

**As the** **Meeting and Event Coordinator**, you will**:

- Meet with clients and provide information on event related matters, protocols, and policies (i.e., advise on best practices to ensure University image is upheld, propose concepts, venues, direction, and presentation in accordance with the client’s budget, timeframe, and objectives, etc.);
- Administer contracts for internal and external clients, ensure adequate liability insurance coverage, and that terms and conditions are addressed, obtain necessary permits in accordance with government agency regulations and ensure that all necessary waivers to perform event-related activities were approved during registration process;
- Provide an all-inclusive service for client events (i.e., planning and overseeing all logístical matters, liaise with internal and external suppliers, manage event budget, centralize all event-related charges for the client, etc.);
- Monitor event activities to ensure compliance with applicable regulations and laws and satisfaction of participants;
- Identify potential risks and resolution of any problems that arise, in collaboration with the Security Office, Environmental Health and Safety, and University’s Insurance/Liability Specialist;
- Execute, monitor, and maintain of a suite of compelling non-academic meeting space package options and services that can be used to engage prospective conference/event clients as part of the sales process;
- Administer contracts for space rentals and services on behalf of the University and ensure that contractual obligations are fulfilled;
- Communicate and coordinate on-campus services with various campus departments, including Facilities Management, Custodial Services, Food Services, Hospitality, Parking Services, Campus Security, and others;
- Participate in the recruitment, training, ongoing coaching, and mentoring of student conference and event staff positions;
- Act as a liaison for clients, event coordinators and other University services to ensure optimization of campus facilities, and ability to accommodate a multitude of activities for both the internal and external community;
- Coordinate all financial transactions for non-academic room booking or assigned conference / event, including developing and managing appropriate files on each group, preparing individual and master invoices, following up on delinquent receivables, and reconciling finances;
- Produce and distribute system reports to affected campus service providers (i.e., Facilities Management, Custodial Services, Food Services, Hospitality, Parking Services, Campus Security, etc.);
- Coordinate and schedule the use of equipment and supplies (i.e., borrow and rent);
- Maintain accurate inventory of department assets and oversees the purchasing of supplies and equipment;
- Act as the onsite Coordinator on Duty as required (evenings and weekends);
- Update and manage the Conference and Event Services website content and social media platforms to ensure information is up to date and easily accessible to clients.

**What you need to Succeed**
- An undergraduate degree in a relevant discipline, or the equivalent combination of education and experience;
- 2+ years of retail, hospitality, conference and event planning, or customer service experience;
- Strong computer competency, including knowledge of Microsoft Office;
- Experience providing high-quality customer service with the ability to generate sales opportunities;
- Effective budgeting and record keeping skills with the ability to generate various reports;
- Ability to work with cash and knowledge of cash-handling procedures;
- Effective verbal and written communication skills, with the ability to articulate ideas and persuade others to achieve common outcomes;
- Ability to secure support from existing networks and to capitalize on new partnership opportunities;
- Flexible and responsive to changing needs in a dynamic and fast-paced environment;
- Ability to integrate new information and skills to enhance performance;
- Demonstrated ability to meet deadlines and propose approaches to improve outcomes;
- Ability to appropriately handle urgent situations in a calm, diplomatic and tactful way and identify and act upon emergency situations;
- Demons