Event Coordinator

Schedule

Monday - Friday, 8:30am - 4:30pm (Hybrid schedule)

Education Level

2-year Community College diploma in Event Management, Marketing, or related field.

Career Level

Requires 3 years of relevant experience.

UNIT/PROJECT DESCRIPTION:
The Marketing & Community Engagement team at McMaster University's DeGroote School of Business is focused on advancing the School's goals through strategic marketing, communications, and alumni and community engagement efforts that build audience awareness and shape perceptions of the DeGroote brand.

Our school’s culture is captured by five values: _Collaboration, Community, Inclusivity, Innovation _and _Integrity._

As Event Coordinator you’ll plan, coordinate and deliver events and experiences for the DeGroote community. You’ll be part of an energetic team responsible for engagement activities, marketing and communications. You’ll design and execute logistics, and use lessons learned to help drive continuous improvement. You’ll champion service excellence. From inquiry to contracting to final invoicing, you’ll be the primary point of contact. You bring organizational skills, optimism, energy, flexibility, and you think big even while taking care of the small details. You exhibit finely tuned communication skills, and you possess a G license and reliable transportation. You’re able to work flexible hours to meet business needs, for both occasional evenings and weekends and during seasonal peak times._ _Additional support includes curating and updating DeGroote’s swag items and providing administrative consistency across the MaCE team.

JOB SUMMARY:
Responsible for developing, planning, implementing, and evaluating various departmental and community engagement events and activities.

PURPOSE AND KEY FUNCTIONS:

- Develop and implement marketing and community engagement strategies to promote existing and new services, activities and events.
- Develop, cultivate, and maintain relationships with various groups and stakeholders.
- Plan and coordinate a variety of events and activities such as conferences, seminars, meetings and workshops.
- Act as first point of contact for events and activities to internal and external partners.
- Provide recommendations for future communication strategies and events.
- Collaborate with staff to plan and implement events and communication projects.
- Provide recommendations on the suitability of space, venues, and set up for various events.
- Provide event management advice to others.
- Coordinate the use of all facilities and meeting space within the department. Ensure that venues are booked, setup, cleaned, and that food service, and equipment rentals are provided.
- Develop and distribute evaluation surveys to various participants and stakeholders.
- Review and use survey feedback to assess and improve future events and activities.
- Prepare estimates of time and resources required for various events.
- Prepare briefing reports after each event which includes reporting event revenues and expenses for discussion with various stakeholders.
- Gather, compile and summarize information from a variety of sources and documents and prepare reports for review.
- Monitor and reconcile event costs and verify the accuracy of all expenses incurred.
- Compile and prepare information to be used for the annual event planning schedule.
- Attend events to monitor arrangements and ensure the smooth functioning of all activities.
- Receive and respond to issues that arise during events.
- Generate a variety of ad-hoc reports and summarize data for review.
- Determine the number of volunteers required to staff an event and coordinate how they will be used to operate events.
- Liaise with facilities personnel and suppliers of contracted services to ensure that all services agreed to have been provided.
- Write and disseminate a variety of materials such as announcements and promotional information in print and electronic formats.
- Create and update content on department website.
- Respond to inquiries that are specific in nature and require a thorough knowledge of program products and services.
- Develop presentations and present information at a variety of events.
- Coordinate the calendar of supervisor and others and resolve scheduling conflicts.
- Source pricing information and order and maintain an inventory of materials and supplies.
- Update, verify, and maintain information in a variety of databases and spreadsheets.
- Assemble, copy, collate, and distribute information and packages.
- Attend and participate in meetings.

SUPERVISION:

- Ensure adherence to quality standards and procedures for short-term staff and volunteers.
- Provide orientation and show procedures to others.

ASSETS:

- Strong communication and interpersonal skills to communicate effectively with all
- levels of staff and influence, both verbally and in writing
- Ability to negotiate successfully with vendors and external constituents
- Demonstrated ability to