Events Coordinator

Job Opportunity
Ancillary Services Operations - Union (USW Local 1998)
**Posting Date**: October 1, 2025
**Closing Date**: October 15, 2025
**Position Title**: Events Coordinator
**Pay Scale Group**: USW Pay Band 9
**Department**: Ancillary Services Operations
**Pay Rate**: $65,748 with an annual step progression to a maximum of $84,080
**Type of Appointment**: Continuing / Permanent
**Purpose**:
Under the general supervision the Director, Ancillary Services and reporting to the Operations Manager, Ancillary Services, the Event Coordinator executes all aspects of event plans on campus. In particular, the Coordinator plans event details for a wide variety of internal and external events.
The incumbent is required to manage the planning for numerous events and occasions simultaneously. They are also responsible for handling post-event follow-up (customer surveys) including written event analysis, and support with recommendations to the Associate Director, Ancillary Services. The incumbent will work within the Ancillary Services Department in the organizing and planning of Victoria University events and general departmental projects as required. The role involves supporting business development initiatives within the Ancillary Services department, through strong commitment to client management, delivering exceptional customer experiences, and contributing to strategic growth and service expansion.
**Qualifications Required**:
Education
University degree and/ or acceptable combination of education and experience.
Experience
3 years related experience in full event coordination (rentals, menus, staffing, and set up guidelines), and execution including the responsibility to direct the activities of others; training in first aid; knowledge of various software and data management information systems.
Other
Strong communication skills (written and verbal), problem solving, sound judgment, tact, diplomacy, confidentiality and positivity, analytical and organizational skills, prioritize tasks and recognize the need for agility, meet strict deadlines, give attention to detail. Ability to manage obstacles in a team environment, providing mentorship as well as have the ability to learn. Knowledge of the Victoria University and the University of Toronto environment is an asset.
DUTIES
Events Coordination
- Act as point of contact for assigned internal clients and external inquiries to Events Victoria, responding promptly to customers in a professional, accurate, and efficient manner either providing or identifying the appropriate service.
- Manage and maintain project timelines, priorities, and critical paths event business.
- Responsible for the successful booking and coordination of events on campus
- Facilitate and provide event information including, catering and audio visual options, including to accommodate site visits when requested
- Provide advice, and estimates for the rental of our spaces for events and meetings.
- Advise on viability of special needs or requests.
- Send confirmations, invoices, and/or contracts and deposit information to clients, collect payments, reconcile and follow up on accounts.
- Post event follow up with the client, including and sharing post event survey for populating.

Communication
- Meet with Food Service, Conference, and Housekeeping representatives on a weekly basis to review upcoming Special Functions and Events.
- Ensure that detailed information concerning rooms to be booked, work orders required, audiovisual equipment necessary, etc., has been communicated to and received by the appropriate ancillary service(s).
- Ensure that any changes are communicated promptly to various internal departments.
- Meet with the representatives from Infrastructure and Sustainability, Food Service Manager, and Housekeeping Manager or lead hand, before any of the more complicated functions, festivals, or events to review any special concerns or needs, and provide client contact information to ensure client satisfaction.
- Communicate details of special events to the Victoria community via the Special Events Calendar or similar vehicle.
- Ensure that Security personnel are aware of events on campus through the booking process.
- Contribute to the successful operation of ancillary services by maintaining constant communication with internal clients, Ancillary Managers, internal department leads, University officers, and other members of the administration.

**To Apply**:
Victoria University thanks all applicants for their interest, however, only those selected for an interview will be contacted.